Nitsuko Nvm-desktop Messaging Users Guide

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NVM-Desktop Messaging
UserÕs Guide
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Chapter 1: Overview
A general introduction to
NVM-Desktop Messaging
Chapter 2: Installation
How to install and start up
NVM-Desktop Messaging
Chapter 3: The Main Screen and Message Pane
Learn the elements of the NVM-Desktop Messaging
Main Screen and the Message Pane
Chapter 4: Message Cabinets and Action Buttons
Use the Message Action Buttons and Message Cabinets
to process and store your messages
Chapter 5: The Advanced Setup Options
Customize NVM-Desktop Messaging to
work just the way you want
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							This manual has been developed by Nitsuko America. It is intended for the use of its customers
and service personnel, and should be read in its entirety before attempting to install or program
the system. Any comments or suggestions for improving this manual would be appreciated.
Forward your remarks to:
Nitsuko America, Telecom  Division
4 Forest Parkway
Shelton, CT 06484
http://www.nitsuko.com
Attention: Manager, Technical Publications
Nothing contained in this manual shall be deemed to be, and this manual does not constitute, a
warranty of, or representation with respect to, any of the equipment covered. This manual is sub-
ject to change without notice and Nitsuko America has no obligation to provide any updates or
corrections to this manual. Further, Nitsuko America also reserves the right, without prior notice,
to make changes in equipment design or components as it deems appropriate. No representation
is made that this manual is complete or accurate in all respects and Nitsuko America shall not be
liable for any errors or omissions. In no event shall Nitsuko America be liable for any incidental
or consequential damages in connection with the use of this manual. This document contains pro-
prietary information that is protected by copyright. All rights are reserved. No part of this docu-
ment may be photocopied or reproduced without prior written consent of Nitsuko America.
©1998 by Nitsuko America. All Rights Reserved.
Printed in U.S.A.
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							Table of Contents
Chapter 1: Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Chapter 2: Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Checking the Minimum System Requirements  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Installing Your NVM-Desktop Messaging Software  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Starting the Installation Program  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Copying Files and Selecting the Install Destination  . . . . . . . . . . . . . . . . . . . . . . . . . .5
How to Start NVM-Desktop Messaging  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Initial Startup Options  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Starting NVM-Desktop Messaging Automatically  . . . . . . . . . . . . . . . . . . . .7
Starting NVM-Desktop-Messaging from a Desktop Icon  . . . . . . . . . . . . . . .7
Starting Up NVM-Desktop Messaging  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Email Setup  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Setting Up Your Email Services  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Chapter 3: The Main Screen and Message Pane . . . . . . . . . . . . . . . . . . . . . . . 17
Understanding the Main Screen  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Using the Message Pane  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Listening To Your Voice Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Listening To Voice Mail Messages from the Message Pane  . . . . . . . . . . . . . . . . . . .20
Saving Your Voice Mail Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
Reading Your Email Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Viewing Email Messages from the Message Pane  . . . . . . . . . . . . . . . . . . . . . . . . . .22
The Email Viewer Fields  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Using the Email Viewer Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Printing and Saving Email Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Saving Your Email Attachments  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Editing the Email Message  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Exiting the Email Viewer  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Reading Your Fax Mail  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Viewing Fax Mail Messages from the Message Pane  . . . . . . . . . . . . . . . . . . . . . . . .27
Using the Fax Viewer Buttons  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Assigning a Subject to your Fax Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Printing a Fax Mail Message  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Saving a Fax Mail Message  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
Copying the Fax Mail Image  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
Adjusting the Fax Mail Image  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
Exiting the Fax Mail Viewer  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
Table of Contentsi
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							Chapter 4: Message Cabinets and Action Buttons . . . . . . . . . . . . . . . . . . . . . 35
Managing Messages with the Message Cabinets  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
What Are Message Cabinets?  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Knowing Which Cabinet You Are In  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Knowing How Many Messages Are In a Cabinet  . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Holding and Saving Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
Erasing Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
Using the Message Action Buttons  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
What Are The Message Action Buttons?  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
The Send/RecordButton  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
Record and Send Voice Mail Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
Using the Address Screen  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
Sending Your Message  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
Compose and Send Email Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
Composing Your Email Message  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
Adding Recipients from a List of Names  . . . . . . . . . . . . . . . . . . . . . . . . . .49
Adding Attachments to Your Message  . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
Editing Your Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52
Canceling Your Message  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52
Sending Your Email Message  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52
The Private ListenButton . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
Listening To Your Messages (Private Listen)  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
The Check SentButton  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56
Checking On Messages You Sent (Message Check)  . . . . . . . . . . . . . . . . . . . . . . . . .56
The ForwardButton . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57
Forwarding Your Messages (Message Forward)  . . . . . . . . . . . . . . . . . . . . . . . . . . . .57
Forwarding a Voice Mail or Fax Mail Message . . . . . . . . . . . . . . . . . . . . . .57
Recording a Comment For Your Voice Mail or Fax Mail Message  . . . . . . .58
Forwarding an Email Message  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59
The ReplyButton  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60
Replying to a Message (Message Reply)  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60
Replying to a Voice Mail or Fax Mail Message  . . . . . . . . . . . . . . . . . . . . .60
Replying to an Email Message  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62
The Make CallButton  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63
Calling the Message Sender (Make Call)  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63
The Eraseand StatusButtons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64
Erasing a Message  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64
Monitoring Telephone Status  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64
Table of Contents
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							Chapter 5: The Advanced Setup Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
The Menu Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65
Notification Options 1-3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
Greeting Options  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68
Mailbox Options  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69
Inactive Interval Before Minimizing  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
Manually Retrieving Email Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
Enabling Your Sound Card  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
New Message Alarms  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72
Using Your Native Email Program  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73
Automatically Retrieving New Email Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . .73
Exiting NVM-Desktop Messaging  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74
Table of Contents
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							iv
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							Chapter 1: Overview
NVM-Desktop Messaging1
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1
Chapter 1:
Overview
Enhancing NVM-2000 Voice 
Mail/Automated Attendant with:
©Desktop Voice Messaging
©Desktop Fax Mail
©Email Messaging
Connect to the exciting world of NVM-
Desktop Messaging
Complement your existing LAN and WindowsTM-based client workstations with NVM-Desktop
Messaging. Use the power, speed and simplicity of NVM-Desktop Messaging to consolidate
your Voice Mail, Fax Mail and Email in a single integrated desktop environment.
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							NVM-Desktop Messaging Ñ 
Making your office uniquely productive
NVM-Desktop Messaging is unique among office automation tools in that it works the way you
work, with what you already have, with what you already know. There is no need for an office
infrastructure upgrade since NVM-Desktop Messaging is compatible with industry-standard
TCP-IP networks (such as Microsoft, Novell and Lantastic). In addition, NVM-Desktop
Messaging works with the most popular office operating systems: Windows 95, Windows
3.1/3.11, Windows NT and Windows for Workgroups.
The modest NVM-Desktop Messaging hardware requirements mean you wonÕt pay for perfor-
mance with expensive PC upgrades. Each client needs only a 486/33 PC with 8 MByte RAM
(16 MByte for more than 64 clients), 5 MByte available hard disk space and an ethernet NIC
installed. (If you want, think about an optional sound card to play your voice messages over
headphones or through your PC speakers.)
Consolidate messaging between NVM-Series Voice Mail and a
host of popular email programs.
NVM-Desktop Messaging compatibility with leading email protocols helps you preserve and
build on your employeeÕs knowledge base. Using the simplified email setup screens, each
employee can quickly configure their desktop to work with popular MAPI, MHS, VIM, Banyan
Vines and SMTP Server/POP Server based email programs. They can then just double-click to
read, send, forward or reply to an email within the native mail program.
Easy-to-use features that extend the capabilities of your NVM-
Series Voice Mail system.
YouÕll get immediate productivity gains from the simplicity and elegance of NVM-Desktop
Messaging. For example, using a convenient address-book interface you can quickly send voice
messages to co-workers or lists of co-workers. This extends the message distribution power
already in your email program to your voice messaging.
Before you turn this page . . .
To send and receive email with NVM-Desktop Messaging, your office network must provide
compatible email services. To receive fax mail messages, your NVM-SeriesVoice Mail system
must have the fax mail option installed. Check with your system administrator for more about
these options.
Also, before reading the rest of this guide, you should already have some familiarity with basic
Windows operation and terminology. If you need to Òbrush upÓ before you start reading, review
the documentation that came with your Windows software.
Chapter 1: Overview
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							Chapter 2:
Installation
Checking the Minimum System Requirements
Before installing NVM-Desktop Messaging, be sure your system meets or exceeds the following
minimum system requirements:
Processor:  . . . . . . . . . . . . . . . . . .486/33
Operating System:  . . . . . . . . . . .Windows 95
Windows NT
Windows 3.1 or 3.11
Windows for Workgroups
Available Hard Disk Space:  . . . .5 MByte
System Memory (RAM):  . . . . . .8 MByte required for up to 64 clients
16 MByte required for more than 64 clients
Additional Hardware:  . . . . . . . . .Ethernet Network Card (NIC)
Sound card to play voice messages through your PC speak-
er or headphones (optional)
Network:  . . . . . . . . . . . . . . . . . .TCP/IP network (e.g., Microsoft, Novell or Lantastic)
Email Compatibility:  . . . . . . . . .MAPI
MHS
VIM
Banyon Vines
SMTP Server/POP Server
Voice Mail:  . . . . . . . . . . . . . . . . .NVM-2000 Release 7.01 or higher with NVM-Desktop
Server software installed.
If your system meets or exceeds the requirements above, go the the next page and begin
installing your NVM-Desktop Messaging software.
Note:This manual shows the NVM-Desktop Messaging as they appear in Windows 95/NT. If you
have Windows 3.X, your screens will be slightly different but will function identically.
NVM-Desktop Messaging3
Chapter 2: Installation
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							Starting the Installation Program
To start installing your software on your client workstation:
1. Close all programs.
2. Insert NVM-Desktop Messaging Installation Disk 1 into your 31/2Ó disk drive.
3. Click Start ñRun. You see:
4. Click Browseand then double-click on the 3 1/2Ó drive that contains Installation Disk 1.
You see:
5. Double-click on the file Setup.exe.You see:
6. Click OKto start the installation program.
4
Chapter 2: Installation
Installing Your NVM-Desktop Messaging Software
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