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In this chapter, you will learn how to:
To listen to your voice messages using your personal computer, it must be equipped with:
To access your voice messages using your personal computer, you need to configure your e-mail program to work with your voice mailbox. The following sections provide related information:
The following guidelines are not specific to any particular e-mail program, but provide an overview of some necessary configurations. In your e-mail program, you must specify the following:
The following example gives the steps used in creating a new e-mail user account in the Netscape e-mail program, Netscape Messenger. If you are using another e-mail program, use these steps as a general guideline.
Step 2 Select Programs.
Step 3 Select Netscape Communicator > Utilities > User Profile Manager.
Step 4 Click Next to create a new profile.
Step 5 Enter your full name and your e-mail address, and then click Next.
Step 6 Enter a name for the profile you are creating in this procedure, leave the Netscape default directory blank, and then click Next.
Step 7 Enter the outgoing mail server and click Next.
Step 8 Enter the Mail server user name (the messaging server user name), the Incoming Mail Server name (the messaging server name—remember, this is often a phone number), and select a mail server type (always IMAP).
Step 9 Click Finish.
The following example gives the steps used in configuring the address book of an existing Netscape Communicator account. If you are using another e-mail program, use these steps as a general guideline.
Step 2 Select New Directory from the File menu.
Step 3 Enter a Description, LDAP Directory Server name, and Search Root (also known as search base).
Step 4 Close the Address Book.
Step 5 Select Preferences from the Edit menu.
Step 6 In the Category portion of the window, click on Mail & Newsgroups to expand the list.
Step 7 Click on Addressing.
Step 8 In the Pinpoint Addressing portion of the screen, click on the Directory Server box and select the Directory (LDAP) server from the list.
Step 9 Click OK.
If your service provider gives you administrative access to the Personal Mailbox Administration feature, which lets you administer your mailbox from a Web browser, you can change your e-mail password. You can learn how to do this in "Changing Your E-mail Password" .
If you do not have access to the Personal Mailbox Administration feature, contact your service provider for instructions on changing your e-mail password.
The following procedure is specific to the Netscape Messenger e-mail program included in the Netscape Communicator software suite. If you are using another e-mail program, the procedure should be very similar.
Step 2 If prompted, enter your password in the Password Entry Dialog box and click OK.
Your voice, e-mail, and fax messages are listed in the Inbox. (Voice messages have a "Voice Message From" subject line).
Step 3 Select a voice message in your Inbox.
Step 4 Select the first attachment labeled message.wav.
The Netscape Messenger window displays the appropriate plug-in for playing these files.
Once the message has loaded into memory (it takes a few seconds), you hear it played from your personal computer speaker(s).
Step 5 Use the audio program's controls to stop, play, and pause the message.
A second wave file attachment, spoken.wav, may also appear in the message. Click on it to hear the spoken name of the subscriber who sent you the message. Note that the spoken.wav file is not present if your voice mail was sent by a non-subscriber.
E-mail programs classify e-mail messages as either read or unread. For example, in Netscape Messenger, a green dot indicates a new (unread) message, and a gray dot indicates a saved (read) message.
If you have already listened to the message, it is considered saved or read (in this case, gray dot). You can use a phone to access any voice message in your Inbox, including saved (read) messages. However, to access saved voice messages using the phone, you have to step through each saved voice message, starting with the oldest first.
To listen to a saved voice message as a new message using the phone, you need to mark it as unread.
To mark a message as unread:
Step 2 Mark the message as new (unread).
For example, if you are using Netscape Messenger, click on the gray dot to the left of the sender's name. The dot turns green, indicating that the message has been remarked as unread (new). You can now listen to it through the phone as a new voice message.
A fax message appears in your Inbox with a subject "Fax Message From" header and a graphics file attachment. The graphics attachment is a TIFF (Tagged Image File Format) file, which is the actual fax. The attachment file has a .tif extension.
To view the fax, open the e-mail and select the attachment. The fax opens in the graphics viewer on your personal computer that is configured to open files with .tif extensions. Once it is opened, you can view the fax and send it to your printer. Usually, this is the same printer you use to print e-mails.
It is important to organize your messages by deleting messages you do not need and saving messages you do need to folders on your personal computer.
Note that you cannot use the phone to access messages once they have been removed from your Inbox. You must use the PC to access them.
To organize your messages:
Step 2 In your e-mail program, create the necessary folders for storing messages (you may already have folders created). It is recommended that you create local folders, meaning that messages you store in them will be on your personal computer hard drive.
Step 3 Using the method supported by your e-mail program, move the messages you want to save from your Inbox to the appropriate local folder.
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Note It is particularly important to delete unnecessary voice mail messages and fax messages, as they can take up large amounts of storage. Your service provider should be able to give you more information on the available storage for your mailbox. |
You can use a distribution list that you created using the telephone to address and send messages on your personal computer.
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Note Replace any information in brackets < > with valid data. For example, replace <list number> with a valid Distribution List number, from 1 through 99. You can learn to create a distribution list in "Creating a Distribution List" |
To use voice mail distribution lists on your personal computer:
For example, if John Smith at ABC Company wanted to send a message to everyone on distribution list 6, he would address the message as follows:
Step 2 Type the message text.
Step 3 Send the message.
All subscribers on the distribution list will receive the message in their mailboxes.
Posted: Mon Sep 25 20:41:13 PDT 2000
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