Key Voice Voice Processing System Installation And Maintenance Manual

							INSTALLATION AND MAINTENANCE MANUAL 4/0022-14On the E-MAIL tab of the MAILBOX SETUP screen you enter information on up to 3 different e-mail
accounts the subscriber uses.  By completing this tab for each account, the VP system is able to
retrieve e-mail when the desktop Inbox is not running.  This way, the mailbox owner can call into
his/her mailbox from the telephone to retrieve the e-mail he/she has received through each of the
accounts defined—in addition to his/her phone mail messages.
Complete the fields on the E-MAIL tab, using the field descriptions provided below:
Field:  Account Number
If the mailbox owner has more than one e-mail account, you can set up information on the E-MAIL tab
for up to 3 different accounts. Once you complete all fields on this screen for the first e-mail account,
you can access a second and third e-mail tab on which you can enter information for additional
accounts by clicking on the left and right arrow buttons next to the ACCOUNT NUMBER field.
Note:The e-mail reader will not be able to voice e-mail to you over the telephone for anyaccount that you are not using on your desktop.Field:  Is Account Active
Un-check this box if an account for which you previously entered information is no longer an active
account for the mailbox owner.  The e-mail reader will no longer access and voice e-mails for that
account.
Field:  Account Information Area – Friendly Name
Indicate the name that is to display in the From field on messages recipients receive in their e-mail
Inbox from this mailbox owner.  Typically, the Friendly Name is simply the mailbox owner’s first
and last name.
Field:  Account Information Area – E-Mail Address
Indicate the e-mail address to be used to send the subscriber’s e-mail messages.
Field:  Outgoing Mail Area – Default Account for Outgoing Mail
This field is active only if more than one E-MAIL tab is completed for the subscriber because he/she
has multiple e-mail accounts.  Check the field on the appropriate E-MAIL tab to indicate which
account is to be used to send outgoing e-mail the subscriber sends.
Field:  Outgoing Mail Area – Account Type
This field cannot be changed at this time.  (The VP system requires that e-mail client software sends
messages via SMTP.) 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0022-15Field:  Outgoing Mail Area – Host Name
Indicate the IP address assigned to the e-mail server that is to be used to send the subscriber’s
outgoing e-mail.
Field: Incoming Mail Area – Account Type
This field cannot be changed at this time.   (The VP system communicates with the e-mail server via
POP3 technology.)
Field:  Incoming Mail Area – Host Name
Indicate the IP address assigned to the e-mail server that receives the subscriber’s incoming e-mail.
Field:  Incoming Mail Area – User Name
Indicate the User Name the subscriber uses to log on to the e-mail server that receives the subscriber’s
incoming e-mail.
Field:  Incoming Mail Area – Password
Indicate the password the subscriber uses to log on to the e-mail server that receives the subscriber’s
incoming e-mail.
Note:  Alert subscribers that if they change their e-mail server access password at anytime, the system administrator must update it on the MAILBOX SETUP screen.  Ifthe password is not up-to-date, subscribers attempting a system log in may find that theircomputer is locked.  This occurs because when the Inbox is not up and running on a clientPC desktop, the PEC attempts to access e-mails from the e-mail server on the client PC’sbehalf.  It must log on to e-mail server using the password you provide here.  If it attemptsto log on with the password you enter in this field after this password has been changedby the subscriber, after several log in attempts, the server may lock down the client PC.Be particularly aware of this in an Exchange Server environment, since anytimesubscribers change their network login password in this setting, they must inform theirsystem administrator.(This is a temporary issue that will be resolved in an upcoming release of the unifiedmessaging feature.)If you click on the Advanced button from the E-MAIL tab on the MAILBOX SETUP screen, the
ADVANCED PROPERTIES screen displays.  This screen is only applicable in environments where an
Exchange Server e-mail server is used with the Exchange Service.  Do not alter the defaults on this
screen (shown in the illustration), unless authorized to do so by a technical support representative. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0022-163. Once you adjust the mailbox information for each subscriber who will be using unified messaging
and e-mail reader features, click on the Save button to save your entries and exit the mailbox screen.
22.2.6 Installing and Setting up Unified Messaging and E-mail Reader Features on
a Client PC
Note that you must complete procedures in this section on each client PC whose user will be working
with unified messaging and e-mail reader features.
Understanding Client PC Requirements
Unified messaging client software requires a client PC:
· That is running Windows NT workstation 4.0 or Windows 95/98/2000
· With at least 15 MB of free hard disk space
· With at least 32 MB of available RAM
· That uses one of the following e-mail client software packages—Exchange 4.0, Outlook 98 or
Outlook 2000 installed in Corporate or Workgroup mode.  Unified messaging will not function
with non-MAPI-compliant client e-mail packages, such as Outlook Express or Outlook 98 or
2000 installed in Internet mode.
Note:If Internet Explorer is installed on the client PC, verify it is not set up to run OutlookExpress as the default mail client.  Instead, Internet Explorer must specify MicrosoftOutlook as the default mail client.For on-screen fax viewing functionality, you must install the Imaging for Windows application on each
client PC from the appropriate Microsoft Windows installation CD-ROM.  (The Imaging for Windows
program is available on Microsoft Windows 95, 98, and NT software CD-ROMs and is often installed by
default during Microsoft Windows installation.)
Additionally, to record and playback voice mail messages through the Inbox interface, the PC must also
be equipped with a sound card, microphone, and speakers.  (Future releases of unified messaging will
allow subscribers to also use the telephone handset for these operations.) 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0022-17Understanding Voice Mail Addresses and How Messages are Sent from the Inbox
The unified messaging feature allows a subscriber to compose, forward, and send a voice mail message
using options available through the Inbox interface.  This voice mail message is sent out from the Inbox
one of two ways:  As a straight voice mail message (sent to a voice mailbox of another subscriber on the
system), or as an e-mail message that includes the voice mail message as a .WAV file attachment.  When
a voice mail message is sent as a straight voice mail message, the recipient can listen to it over the
telephone by logging in to his/her voice mailbox (from on- or off-site) and selecting the option to listen to
messages.  If the recipient is also a unified messaging subscriber on the system, the recipient can also
listen to the voice mail message by double clicking on it from the main Inbox screen.
When a voice mail message is sent as an e-mail message that includes the voice mail message as a .WAV
file attachment, the recipient can access the voice mail only through the Inbox window. Because a
message sent this way is not a voice mail message, the recipient cannot call into his/her voice mailbox
over the telephone to access it (from outside the office, for example).
After composing a voice mail message, to send the message as a straight voice mail message, the
subscriber must specify the To: field recipient from his/her Personal Address book.  When unified
messaging client software is installed, the Personal Address book on the client PC is populated with
special addresses for the voice mailboxes of other subscribers on the system.  These entries display
showing each subscriber’s name with the word (VMAIL) following it.  If the message sender selects a
voice mailbox address, the message is sent as a voice mail to the recipient.
If, when the subscriber addresses the message, he/she specify an address other than a voice mailbox
address, the message is sent to the recipient as an e-mail with a .WAV file attachment.
(The only exception to this rule occurs under circumstance where Microsoft Exchange is the e-mail server
on the LAN, the recipient is another subscriber with unified messaging installed on his/her PC, and the
recipient is logged into his/her Inbox on the desktop.  In this situation, if the message sending subscriber
composes a voice mail message and addresses it to the recipient using the recipient’s e-mail address, the
VP system recognizes and delivers the message as a straight voice mail message (not an e-mail with an
attached .WAV file) even though the message was addressed to an e-mail address.)
Creating and Updating Voice Mail Addresses
To provide senders the option of selecting voice mailbox addresses, the client PC installation program
sets up the voice mailbox addresses on each unified messaging client PC.  To do so, it runs a utility
(named Createvoicepab) that creates the voice mailbox addresses based on the mailboxes that are already
set up on the VP system.  Once compiled, the voice mailbox addresses are stored in the Personal Address
Book accessible from the Inbox on each client PC.  Voice mail addresses display in the Personal Address
Book as the first and last name of each subscriber followed by (VMAIL) to designate the name as a voice
mail address--for example John Smith (VMAIL).
Note:If it is not running already, start the Personal Address Book service on each client PC priorto installation of client software. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0022-18Because the Createvoicepab utility creates voice mailbox addresses based on the mailboxes currently set
up on the VP system, the utility must be re-run periodically on each unified messaging desktop.  By re-
running the utility, you update VMAIL addresses to reflect addresses for new mailboxes that were added
to the system and to eliminate addresses for mailboxes that were deleted.  To update voice mail addresses
on client PCs, refer to the following procedure:
To periodically update the voice mail addresses on a unified messaging client PC:
1. On the client PC, exit and log out of the client e-mail program.
2. Click on the Start button from the Windows desktop then select Programs / Voice Messaging /
Download Voice Address Book.  Follow the prompts to complete the procedure.
Note:A voice mail address cannot be created for the owner of a mailbox unless the owner’s firstand last name is typed into the NAME fields on the MAILBOX SETUP screen.Performing the Client PC Unified Messaging/E-mail Reader Installation
To install unified messaging and e-mail reader client software on a client PC:
WARNING:All virus detection software must be disabled prior to installation.  You can re-enabledetection software after the installation has been completed.Note:Be advised that before installing the client software, start the Personal Address Bookservice on each client PC if it is not running already.1. Verify that the Personal Address Book service is running, as described in the note directly above.
2. Shut down the e-mail client software that is installed on the desktop.
3. When/if you created the file NETREG.REG, you were prompted to indicate whether you wanted to store
the file on a diskette or on a network drive accessible by all unified messaging client PCs.  If you
indicated that the file was to be stored on diskette, insert the diskette into the diskette drive on the
client PC.
4. Insert the VP system installation CD-ROM in the CD-ROM drive. The PC automatically launches the
installation wizard.  (If the installation program does not automatically launch, from the Start button
at the bottom of the Windows NT desktop, select Run, then in the Run dialogic box, select the CD-
ROM drive in the LOOK IN field.  Double-click on the SETUP.EXE file.)
Note:It is strongly recommended you accept all default installation entries.  Doing so willfacilitate any system support efforts that may be necessary.5. Follow the on-screen prompts to progress through the installation.  Note the following screen entries:
· On the SELECT COMPONENTS screen, ensure both options (NETWORK SETUP USES NETREG.REG
FILE and ADD VOICE MAIL USERS TO PERSONAL ADDRESS BOOK) are selected then click on the
Next button. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0022-19· On the CLIENT REGISTRY SETUP screen, either use the top two fields to enter the voice mail server
name and static IP address or use the last field to identify the path to the NETREG.REG file createdfrom the VP system PC.  (The NETREG.REG file simply contains the voice mail server name and
static IP address.)
To set up unified messaging and e-mail reader client software on a client PC:
1. Select the Start button from the Windows 95/98/2000 or Windows NT desktop, then select Settings /
Control Panel.  The Control Panel dialog box displays.
2. Select the Mail option.  The Properties screen displays.  From the Services tab, click on the Add
button and select UNIFIED MESSAGING then click on OK.  Click on the SERVER ACCOUNT tab.
3. In the IP address field enter the static IP address of the VP system PC.
4. In the MAILBOX NUMBER field and MAILBOX PASSWORD field enter the number of the subscriber
voice mailbox to be associated with this Inbox and voice mailbox’s log in password.
5. Under Connection Type, verify CONTINUOUS NETWORK CONNECTION is selected.  Also confirm the
OPTION AUTOMATIC SILENT RE-CONNECT AFTER A DISCONNECTION is selected.
6. To save the entries and exit the screen, click on OK.
WARNING:If the client PC is running Windows 95 or Windows 98, verify the entries you makein the MAILBOX NUMBER and MAILBOX PASSWORD fields are retained when youexit then re-enter the Properties screen.  If these entries are not retained, you mustcreate a new MAPI profile for the subscriber.  Do so by completing the followingprocedure:1. From the Start button, select Settings / Control Panel / Mail.2. From the Services tab, click on the SHOW PROFILES button.  Highlight the profile for thesubscriber, and click on the COPY button.3. Indicate a new profile name for the profile copy, then select the OK button.4. In the WHEN STARTING MICROSOFT OUTLOOK USE THIS PROFILE field, select the copyyou created.5. From the Start button, select Settings / Control Panel / Mail.6. From the Services tab, in the Services area, click on the VOICE MAIL SERVER option, thenclick on the Remove button.7. Click on the Add button.8. Highlight UNIFIED MESSAGING option, then click on the OK button.9. On the Server Account tab, re-complete the first 3 fields and make any other modifications tothis screen that you made previously (see procedure above).10. Click on the OK button.  Restart Microsoft Outlook as prompted. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0022-20Note:Troubleshooting the Creation of Voice Mail AddressesIf a unified messaging subscriber cannot successfully use options in the Inbox to composeand send a straight voice mail message to another subscriber on the system:From the main Inbox screen, click on the Tools menu / Address Book.  From the screenthat displays, click on the Tools menu.  From the ADDRESSING screen, click on theADDRESSING tab.  Verify that PERSONAL ADDRESS BOOK displays in the field: WHENSENDING MAIL, CHECK NAMES USING THESE ADDRESS LISTS IN THE FOLLOWINGORDER.  If it does not, click on the Add button and select PERSONAL ADDRESS BOOKfrom the list that displays and click on the Add button to add it.  To save and exit thedialog, click on the Close button.22.2.7 Using Unified Messaging and E-mail Reader Features
When you install unified messaging and e-mail reader client software on a client PC, an online help file is
installed to provide users with information on working with unified messaging and e-mail reader features.
Subscribers can access this help file from a client PC desktop by selecting the Start button, then Program /
UM Client / UM Help.
Please also be advised of the following client software considerations:
· On each client PC, the unified messaging feature will support only 250 total messages in the Inbox.
Total messages refers to all voice, fax, and e-mail messages, both new and saved.  Additional
messages stored in Inbox folders, attachments to e-mails, and fax attachments to voice mails are not
counted in this total.  Note that once the 250 message limitation is reached, when messages are
deleted or moved from the Inbox window, the Inbox is populated with any additional messages stored
for the Inbox owner on the voice mail server PC.
· Unified messaging subscribers should not launch and use the VCM program at the same time their
Inbox is running (even in minimized mode) on their desktops.
· If a unified messaging subscriber wants to log on to his/her Exchange Server Inbox from more than
one PC, unified messaging client software should be installed on only one of the PCs.  For roaming
profile-based users, two separate MAPI profiles are needed:  One MAPI profile that includes the
Voice Mail Service (set up to connect to the user’s voice mailbox) and one profile that does not
include the Voice Mail Service.  The subscriber must also be prompted upon log on to specify which
profile he/she wants to use (this is an Outlook option).  If the subscriber attempts to log on to two (or
more) PCs using, on both, a profile that includes the Voice Mail Service set up to connect to the same
voice mailbox, the second log on will fail.
· A subscriber cannot use unified messaging features:
* When accessing someone else’s Inbox using the “Delegate” Exchange Server feature
* When accessing his/her Inbox using Outlook Web Access
* When accessing his/her Inbox via either the LAN while at the office or via a RAS connection
while out of the office from a PC not installed with unified messaging client software 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0023-123. Installing Optional Modules
If the original VP turnkey system purchase included optional program modules, those modules were
installed on the system before it was shipped to you.  If you purchase a VP kit system or if optional
modules are purchased after the original system, you must install the modules using the instructions
provided in this section.  These instructions identify how you install the following VP system optional
modules:
· Fax Distribution and FaxMail
· Talking Classifieds
· IVR
· Outbound Telemarketing
If an optional module was not specifically purchased, you cannot activate it on the system.  If more than
one optional module is purchased, you must activate each individually.
Note:For instructions on installing and using unified messaging, e-mail reader, and VCMfeatures, refer to section 22.23.1 Activating Modules and Installing Module PromptsNote:When you install an optional module, you may be prompted to indicate the module’sswitches.txt authorization code number.  This code is indicated on the system invoiceand/or on a small card packaged with the system’s software key.To install optional modules and optional module prompts on DOS-based VP systems:
1. Shut down the VP system if it is currently running.
2. Insert the first VP system installation diskette in the VP system diskette drive and change to that
drive.
3. From the diskette drive prompt, type INSTALL then press .
4. From the menu that displays, highlight ADD OPTIONAL FEATURE then press .
5. At the installation directory prompt, press  to select the default directory \VM (or indicate the
directory into which you want to install the optional modules—you are strongly urged to use the
default directory \VM).
6. At the prompt, remove the installation diskette from the VP system diskette drive and insert the first
Optional Features installation diskette.  To continue, press .
7. At the prompt, remove the first Optional Features diskette and insert the second Optional Features
diskette.  To continue, press .
8. At the prompt, enter the switches.txt authorization code for the optional module(s).  This code is
indicated on the system invoice and/or on a small card packaged with the system’s software key. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0023-29. To continue, press .  The VP system activates the module by writing the authorization code to
the file SWITCHES.TXT and returns to the module selection screen. Follow the prompts to exit the
screen, then reboot the PC to restart the VP system.
For instructions on using each optional module, refer to sections 24-28.
To install optional modules and optional module prompts on NT-based VP systems:
Note:If you installed an NT-based VP system kit using procedures in section 21, any optionalmodules you purchased were activated when you completed the installation programscreens.  You do not need to take additional steps to install or activate optional modulesand optional module prompts unless additional modules are purchased later.On NT-based VP systems, access to optional modules is controlled by either an NTRenew code, which
activates the module on the software key attached to the back of the PC.  For information on entering an
NTRenew code refer to section 2.4.
On NT-based VP systems, you do not need to install additional prompts for optional modules.  These
prompts are installed when the VP system software is installed.
For instructions on using each optional module, refer to sections 24-28.  For instructions on installing and
setting up the VCM or unified messaging feature, refer to section 22.
23.2 Installing Hardware/Software Required for Fax ModulesInformation in this section is designed to help you install and configure hardware and software required to
use fax features available with the Fax Distribution and FaxMail optional modules.
The VP system can support up to 4 single-line fax boards. The following types of fax boards are
supported:
· DOS-based VP systems:  PureData Satisfaxion 200 / 400 and 2000 / 4000 boards
· NT-based VP systems:  GammaLink 2 and 4 port boards
Use the instructions provided below to connect the fax boards to the telephone lines and to install the fax
board and software in the VP system with which you are working.
Note:The procedures in this section assume that the diskette drive on the VP system is drive Aand the hard drive is drive C.  If the system uses other drive letter designations, substitutethe appropriate letters in the procedures provided.23.2.1 Connecting the Telephone Lines to the Fax Boards
Each fax board is actually connected in parallel (bridged) with one of the VP system’s voice board lines.
Use the adapter arrangement shown in the following illustrations. 
						

							INSTALLATION AND MAINTENANCE MANUAL 4/0023-3RJ11  2-wireRJ11  2-wire
Port 1&2
Port 3&4Port  3 Port  1
Port  2
Port  4Fax  BoardVoice  BoardA Combining  RJ11  Lines
ARJ11  2-wire
A ARJ11  2-wireALine  1Line  2Line  1&2Line  1Line  2Line  1&2Line  1Line  2Line  1&2Line  1Line  2Line  1&2Line  1Line  2Line  1&2Line  1Line  2Line  1&2AFigure 23-1  Connecting Telephone Lines to the Fax Boards, (Combining RJ11 Lines)
Note:Adapter A accepts either a 2-wire (1 pair) or 4-wire (2 pair) input.  In the usage above, theinputs to the adapters on the right side of the illustration are 2-wire (1 pair) RJ11. Theusage for those adapters splits the 1 pair input into two identical feeds, one feed being forthe fax board and the other for the voice board adapters.The voice board’s adapters usage on the left side of the illustration combines the twosingle pair inputs into one 4-wire (2 pair) feed to the RJ14 voice ports.Adapter A can be purchased at Radio Shack, stock number 279-402.