Message Manager

Message Manager, is an integrated messaging solution that combines the power and flexibility of your personal computer with the feature-rich messaging capabilities of your campus voicemail system.

Message Manager allows you to:

• Receive messages and faxes.
• Create and send messages and faxes.
• Save messages to your computer.
• Receive notification of new messages.
• Administer your personal greetings.

Logging in to Message Manager

1. Launch Message Manager by:

• Clicking the Message Manager shortcut on your desktop or
• From the Start menu, select Programs > Message Manager > Message Manager.

2. Type your password in the Password field. This is the same password you use to access your Avaya messaging system through the telephone interface.

3. When the correct information is displayed:

• Click Login to log in to the Avaya messaging server.
• Click Offline to run Message Manager without a connection to the server.
• Click Exit to close Message Manager.

Tips

Do not type the # (pound) sign after a field entry in Message Manager as you do when using the telephone interface.

Asterisks appear instead of the actual characters for security purposes. If you mistype your password three times in a row, Message Manager closes.

Media Folders

Message Manager folders appear in the folder list on the left side of the main screen. They include the following Server folders and local folders.

Server folders

These folders reside on the Avaya messaging server and can only be accessed when you are logged in. They are subject to server space restrictions and automatic expiration dates.

Note: When you are logged in and select a Server folder, Message Manager updates the message count and the message list entries. Folders with many entries can take a few seconds for Message Manager to retrieve and display.

If you access or refresh any of the incoming mailbox folders, all contents in the following Server folders are updated.

New:

This folder contains your new incoming messages on the server. Any message in the New folder (except for login announcements) activates your notification for new messages until it expires or you move it to another folder.

Unopened:

This folder contains messages that were moved from the New folder that you have not yet listened or responded to. You can use this folder to organize new messages that you receive.

Old:

This folder contains messages that were moved from the New or Unopened folders that you want to save for a while, or previously new messages that were recovered from the Wastebasket folder.

The following Server folders are updated only when accessed.

Outgoing Folder:

This folder contains status information for messages that you have sent to others.

File Cabinet:

 This folder contains copies of messages that you have sent to other subscribers. You can optionally save a copy of a message that you create for reference, or to forward it again to a new list of recipients.

Local folders

These folders reside on your computer or other LAN storage device, and are available when you are working offline.

Workbench:

 This folder holds messages that were composed offline or were in progress when the Avaya messaging server timed out. You can save messages in progress in the Workbench folder, then later complete and send them one at a time or all at once when you log in to the server again.

Personal:

These folders contain copies of messages from other folders. Create as many Personal folders and subfolders as you need to organize your messages.

Wastebasket:

This folder contains messages that you moved from other folders and marked for deletion. Messages are actually deleted only on command or when you exit Message Manager. You can restore messages prior to emptying the Wastebasket.

Tips

The number of messages in a folder appears after its name. This number is updated when you refresh the folder.

Click + next to a folder to show any subfolders. Click – to close this set of folders to clean up your folder list.

Messages can change categories automatically if you access them through the telephone interface. In Message Manager, you must move messages to another folder yourself.

Messages stored in a Server folder are automatically deleted after a system administrator-specified interval. Workbench and Personal folder messages remain on your computer until you delete them.

Voice Messages

Playing a message

To play the voice part of a message on the main screen:

- Double-click the Audio media icon in the message list or

- Select the desired message in the message list, then either:

• Press Enter or
• Right-click and select Play Voice or
• Click Play on the audio palette or
• Click Play in the expanded message display or
• Press Ctrl+F5.

Tips

If a message is playing and you select a different message in the message list, the first message stops and the new message begins playing.

The audio connection button at the lower left of the main screen becomes active when an audio connection is active.

Make sure your audio connection number is set to the correct telephone number before you play your messages over the telephone.

Fax Messages

Viewing a fax

1. Access the Fax Viewer from the main screen or Create Message screen as you would view any other new or original message.

Note: To send a new fax message, you must first select a fax document.

2. View pages in the fax as follows:

• Click >> (page forward) or << (page back) or
• Use the Page menu options or
• Type the desired page number in the Page field and press Enter or
• Go to step 3.

3. If you accessed the Fax Viewer from the Create Message screen, you can click Show Select Fax Pages. The Select Fax Pages to Send box appears.

• Select All to send or print all pages in the selected fax.
• Select Current to send or print the currently displayed page.
• Select Pages and enter a page number or range. Click View to see the page(s) you selected.
• Click Hide Select Fax Pages to close this option box.

4. Adjust the fax display as needed using the view buttons and menu options.

5. From the Create Message screen only, you can select a different fax to view.

6. When finished:

• Click Close to exit the viewer. The size and magnification settings are saved and will be used the next time you access the viewer.
• From the Create Message screen, click OK to keep this fax, or click Cancel to exit the viewer. If you cancel, the settings are saved, but the fax is no longer attached to your new message.

Saving a fax

To save this fax (or just the selected pages) on your computer:

1. Use the File > Save menu option.

2. The Export Fax screen appears. Navigate to the desired directory.

3. Choose a bitmap (.bmp) or TIFF (.tif) file type.

Note: All pages of a multipage fax are saved in one TIFF file. However, Message Manager stores each page of a multiple-page bitmap as a separate file, and adds a 001, 002, and so on to each file name after the first to keep the pages in order (for example, xxxxx.bmp, xxxxx001.bmp, and so on).

4. Enter a File name and click Save.

5. The fax is saved on your computer. You can access it using any application that can open that file type.

Caution: On some systems, you might have to enlarge the fax to its full size in the viewer before saving it. If you leave it the default size, the saved file could be too small to read.

Printing a fax

You can print a fax to a printer or fax machine:

- For a printer, click Print or use the File > Print Fax to Printer menu option.

• The Print screen appears. When ready, click OK.
• See Solving fax printing problems if needed.

- For a fax machine, use the File > Print Fax to Fax Machine menu option.

• The Enter Fax Machine Number screen appears.
• Use the default number from the Fax Options screen, or enter a new one.
• When ready, click OK.

Tips

When you view a fax in an incoming folder, Message Manager makes a temporary copy of the fax on your computer. It could take a few seconds for Message Manager to receive the complete fax from the server, but you can then view pages in any order without additional delays.

You cannot view exported fax files through Message Manager. However, you can use Optical Character Recognition (OCR) software on an exported fax to convert it into a text file.

Exported bitmapped files can range from 40K to several hundred KB in size. Exported TIFF files can range from 1K to several hundred KB in size.

Creating and Sending Faxes

Creating a new fax

You create a new fax from another Windows application by selecting the Message Manager print driver. When the fax is generated, Message Manager opens to the Create Message screen, allowing you to send or save it.

To create a new fax:

1. In your Windows application, select the MM Fax Print Driver as your printing device. For example:

• Use the application’s File > Print menu option to access the Print screen.
• Select MM Fax Print Driver from the list of installed printers.

2. Click Print to create the fax. A Print Status screen might appear.

3. When the fax image is complete, Message Manager appears automatically.

• If minimized, Message Manager returns to full size.
• Enter your password to unlock Message Manager or log in if needed.
• Click Offline to create this message while you are working offline.

4. The Create Message screen appears with your fax in the New Message area. Click Fax to view this fax.

5. To send or save this fax:

• Type the phone number in the address box, hit the Enter key and click send.

Note: If you are sending the fax to a persons voice mail. The last four digits are all that are required (XXXX). If it is going to a fax number on campus the last four digits and "@fax" is required (XXXX@fax) and if it is an off campus fax the entire number is required with "@fax" at the end(9XXXXXXXXX@fax).

• Click Save in Workbench to store the message for later use and close this screen.
• Click Cancel to erase your new message and close this screen.

6. When finished:

• Message Manager returns to its prior state (minimized, locked, or closed).
• You return to the application from which you generated the fax.

Note: If you changed your default Windows printer to generate this fax, you might want to set it back to your regular default printer.

Tips

A fax could be up to about 60 pages at standard resolution, depending on your mailbox size and available space.

You can cancel a fax print request in progress through the Windows Print Manager.

Quick Fax

If you answer an incoming fax, push "Transfer">"#">"1">"Transfer" and it will be forwarded to your voicemail.

If you are sending a fax to another fax machine, either on or off campus. You need to type "@fax" at the end of the number.

On the tool bar click Help>Contents..., to get additional information on opptions and procedures.

For questions on how to use Message Manager, contact Tony Ross at extension 7376.

 

Click below for a printable version.

Message Manager Page