Using Web PhoneManager

The Web PhoneManager program provides you with a GUI interface for accessing all the options available on your CallXpress voicemail system. All the options available in Web PhoneManager are available via the telephone user interface.

Web PhoneManager can be accessed at voicemail.pdx.edu

Contents

Home

• Listening to your messages
• Replying to a message
• Forwarding a message
• Record and send a message directly to voicemail
• Viewing a fax message
• Saving a message
• Deleting a message
• Recovering a deleted message

Personal Settings

• Recording your name
• Recording your customized greetings
• Recording and Setting your Out-of-Office Greeting
• Reviewing your Greetings
• Modify a distribution list
• Security Code

Message Settings

• Changing message presentation and sorting
• Enable Call Screening
• Enable Call Blocking
• Enable Extension Specific Call Processing - Automated Attendant
• Setting the Time Zone

Notification Settings

• Immediate Message Notification
• Daily Message reminder
• Automatic Message Forwarding
• Short Message Service

Web PhoneManager Settings

• Changing playback options

Home

The home section of Web PhoneManager is used to access all of your voice mails. From this section you can listen and reply to, save, or delete all of your voice mails. It also contains the welcome screen, or Dashboard, where information regarding new voice mails. or system information will be displayed.

Hold your mouse over each tab to see a screen shot. Click on the tab to go directly to an explanation.

 

There are three columns that appear on every page. These indicate whether the message has been flagged as Urgent (!), Private (P), or a Receipt (R) flag that indicates whether the message is a delivery confirmation receipt or a read message receipt.

Dashboard

This screen is used to display system messages and current inbox information.

Inbox

The Inbox screen is used to manage all of the messages currently in your inbox. You can listen, forward and reply to messages.

Listening to your messages

To listen to a message, click the sender's name on the message you want to hear, then click the Play button.

You can listen to your incoming voice messages in one of the following three ways:

• Telephone playback plays your messages back to you via your telephone
• Streaming playback plays your messages to you as streaming Internet audio. When you click the Play button, a media player window opens and plays your selected message, but no copy of the message is created on your computer.
• Download playback sends your messages to you as whole files and opens them in your default media player. It also creates a temporary copy of each message on your computer, and gives you the option of saving that copy.

You can change how your messages are played back in the Web PhoneManager Settings menu

The first time you access your mail box you may be asked to run an ActiveX control or open a file. You must complete this before you can access your messages.

Replying to a Message

1. Select the message you would like to answer, then click Reply. This will bring up the following screen.

2. Click the red Record button. CallXpress calls you so you can record your message.
3. Record your message at the beep, then hang up.
4. Type the name or mailbox number of a recipient and click Search.
5. Select the recipient's name in the left-hand column, then click Add to move it to the right-hand column. This adds the recipient to the list of people who will receive your reply.
6. Repeat steps 6 through 7 for any additional people who should receive this reply.
7. Choose the options you want to apply to the message. You can mark the message as urgent or make private which prevents the recipient from forwarding it to anyone. You can also request to see a notification when the recipient listens to the message.
8. When you are finished addressing your message, click Send to send it.

Note  You cannot send a voice message to reply to messages from outside the CallXpress system, and you cannot add other recipients when you reply to a private message.

Forwarding a Message

1. Select the message you would like to forward, then click Forward. This will bring up the following window.

2. Optionally, you can record an introduction to the forwarded message by clicking the red Record button to record an introduction. CallXpress calls you so you can record your comments. Record your comments at the beep, then hang up.
3. Type the name or mailbox number of the recipient, then click Search.
4. Select the recipient in the left column, then click Add to move it to the right column.
5. Choose the options you want to apply to the forwarded message. You can mark the message as urgent or make private which prevents the recipient from forwarding it to anyone. You can also request to see a notification when the recipient listens to the message.
6. When you are finished addressing your message, click Send to send it.

Record and send a message directly to voicemail

1. In the Inbox or Saved tab of the Home menu, click New. This will bring up the following window.

2. Click the Record button. CallXpress calls you so you can record your message.
3. Record your message at the beep, then hang up.
4. Type the name or mailbox number of the recipient, then click Search.
5. Select the recipient in the left column, then click Add to move it to the right column.
6. Choose the options you want to apply to the message. You can mark the message as urgent or make private which prevents the recipient from forwarding it to anyone. You can also request to see a notification when the recipient listens to the message.
7. When you are finished addressing your message, click Send to send it.

Viewing a Fax Message

Click the sender's name on the fax you want to view, then click the View Fax button. Your computer's default fax view will display the pages of the fax.

Saving a Message

In the Inbox tab of the Home page, select the message you would like to save and click Save. The message will now appear in the Message List of the Saved Tab.

Deleting a Message

In the Inbox or Saved tab of the Home menu, select the message you would like to delete and click Delete. The message will now appear in the Message List of the Trash Tab.

Saved

This screen displays the messages that are currently saved. You can perform all the same functions on saved messages as you can on those that are in your Inbox.

Trash

This screen displays the messages that are currently in your trash can. From this screen you can empty your trash can or recover deleted messages.

Recovering a deleted message

To recover a deleted message go the Trash tab of the Home main menu. Select the message you want to recover and click Undelete.

Note: This only works on messages displayed in the Trash tab. If you have already emptied your trash can you cannot recover the message.

Personal Settings

The personal settings menu allows you to change your recorded name, as well as record and review standard greetings. You may also choose the default audio language. It also allows you to modify distributions lists and change your security code.

Recordings

This tab allows you to record and review standard greetings and choose the language to use when recording or reviewing. This table is used to select the greeting you want to record or review. The blue icon indicates which greeting is active.

Recording your Name

1. In the Mailbox Name group, click Recorded Name. This will open the following window

2. Click the red Record button. CallXpress calls you so you can record your message.
3. Record your message at the beep, then hang up or click Stop to stay on the line. Then, you can review the message and re-record it if you're not satisfied with it.
4. To save your recording, click OK.

Recording your Customized Greetings

CallXpress allows you to record 3 different types of greetings. The Standard Greeting is what plays whenever a caller is transferred to your voicemail box because you could not answer the phone. A Busy Greeting can also be activated so that callers hear a different message when you are already on the line. Your Out-of-Office Greeting should be used whenever you will be out of the office for an extended period of time.

Recording your Standard and Busy Greetings

The following is an example of a standard greeting:

"Hello. You have reached <first and last name> at <department> for Portland State University . I am away from my desk at the moment, but if you leave me a message I will return it as soon as I can."

The following is an example of a busy greeting:

Hello. You have reached <first and last name>. I am on another call at the moment, but if you leave me a message I will return your call as soon as I can."

To record greeting:

1. Click Personal Settings on the main menu, then click the Recordings tab.
2. Click the greeting type you want to record in the language group in which you want to record your greeting. This will bring up the following window.

3. Click the Record button. CallXpress calls you so you can record your message.
4. Record your message at the beep, then hang up or you can click Stop to stay on the line. Then, you can review the message and re-record it if you're not satisfied with your greeting. 

6. To save your recording, click OK.

Recording and Setting your Out-of-Office Greeting

If you will be out of the office for an extended amount of time, record an out-of-office greeting. A temporary greeting that you can set to indicate that you are away from the office for an extended amount of time. Whenever you log on, the telephony server asks whether the greeting should be removed or left in place. to let your callers know that you are out. You might also let them know when you will return and whether or not you will be checking messages. While this greeting is active, it plays back in place of your standard personal greeting. When you turn it off, your callers will hear your standard personal greeting again.

Depending on how long you will be gone, you may want to ask the CallXpress administrator to set your mailbox so it will not accept messages. When you return, simply turn off your out-of-office greeting to allow new messages again.

Note  To use your out-of-office greeting, you must first ask your CallXpress administrator to allow it for your mailbox.

A sample out-of-office greeting is shown below:

"Hello. You have reached <first and last name>. I am currently on medical leave and will return to the office on March 31. I will not be checking messages during this time, nor am I currently accepting messages."

To record and set an out-of-office greeting:

1. Click Personal Settings on the main menu, then click the Recordings tab.
2. Click Out-of-Office Greeting in the language group in which you want to record your greeting. This will open the following window:

3. Click the Record button. CallXpress calls you so you can record your message.  
4. Record your message at the beep, then hang up or you can click Stop to stay on the line. Then, you can review the message and re-record it if you're not satisfied with your greeting. 
5. To save your recording, click OK.
6. To enable the out-of-office greeting, select the Enable Out-of-Office Greeting box in the Recordings tab , then click OK.

Reviewing your greetings

To review your greetings, select the greeting you wish to review. This will bring up a player control. Press the Play button. CallXpress will call you so you can listen to your message.

Distribution Lists

On this tab, you can modify any distribution list you. Here you can add the names of CallXpress subscriber or even other distribution lists, to your list.

To modify a distribution list:

1. Click the distribution list you would like to change.
2. Under Modify Distribution List, add subscribers by typing a name or mailbox number in the Search box and clicking the adjacent Search button.
3. In the left-hand column, select any new members you want to add to the list and click Add to move them to the right-hand column.
4. In the right-hand column, select any members you want to remove from the list and click Remove to move them to the left-hand column.
5. Click OK when you are done modifying your distribution list.

Security Code

Use this screen to change the security code you use to access your voicemail.

To change your security code: Enter your current code, then enter the new code and confirm it. If you do not know your security code you will need to call Networking & Telecommunications at 503-725-4434 to have your phone reset.

Message Settings

The Message Settings menu allows you to set how your voice mails. are presented to you. It also allows you to change various call settings such as enabling call screening or blocking. This menu also allows you to change your time zone.

Presentation

The presentation tab allows you to change how CallXpress arranges messages and presents them to you.

Auto Play Envelope

Choose if you want CallXpress to play envelope information before or after voice or fax messages, or not at all. Header information for voice mails. tells you what time and date a message was sent. Envelope information for fax messages always includes the number of pages, day, date, time, and the telephone number or name of the sender

Envelope Content

You can choose if you want CallXpress to play the complete Envelope information or just the time and date.

Options

This section allows you to select your sorting options. You can sort so that all messages marked urgent are displayed first. You can also sort the messages so that all messages of a different type or sorted together. You also have the option of sorting so that older messages appear at the top or bottom of your inbox.

Language

This allows you to change what language the Text-to-Speech function is in. It also changes what language different elements of the unified messaging forms are generated in.

Call Settings

Enable Call Screening

Call screening allows you to find out who is calling before you decide to take the call. You can then either accept the call or allow the caller to leave a message. Call screening applies only to calls that arrive at the messaging system before they are forwarded to you. If it is possible for people to dial your extension directly, and you want to screen all of your incoming calls, set your extension to Do Not Disturb. Select the check box and click OK to enable call screening.

Enable Call Blocking

You can block calls to prevent outside callers from ringing your extension when you need to work without interruptions. Callers hear your personal greeting and can leave a message if they wish. Select the check box and click OK to enable call blocking.

Enable Extension Specific Processing

Extension Specific Processing (ESP) allows you to add options to your mailbox to meet your own call-handling needs. When you turn on ESP, CallXpress routes your calls directly to a customized voice menu instead of to your personal greeting. ESP call handling offers a number of options, such as:

• Transferring calls to another extension
• Transferring calls to an outside number
• Transferring calls to an associate
• Leaving a voice message

Time Zone

Allows you to specify your local time zone so that CallXpress can adjust the time stamps on your messages to reflect your location.

Notification Settings

This section allows you to setup when and how you are notified of messages when you are away from your desk. This includes having CallXpress call you or send you a text page to alert you of a new voicemail message. It also allows you to set up a daily reminder to check your messages, as well as message forwarding.

 

Immediate Notification

Allows you to configure Notification of messages by callout to a pager or telephone as soon as a new message is received.

Options

• Notify Status - You can select whether you wish to be alerted of all new voicemail messages, or only those marked urgent.
• Specific Sender - You can set CallXpress to alert you of voice messages left only by a specific caller.
• Message Types - This section allows you to select whether you wish to be notified of voice messages, email messages, fax messages, or all three.

Time

• Hours - You can set during which hours you wish to have CallXpress notify you of new messages
• Days - Select which days you wish CallXpress to notify you of new messages

Personal Call List Options

• Busy Retry - Enter the number of attempts that should be made to notify the subscriber at the number dialed if that number is busy. CallXpress makes the specified number of attempts to reach the busy number. It waits the time specified in the interval field before making another attempt. CallXpress then waits for the amount of time specified in the Wait column of the personal call list, before dialing the next number in the list.
• Traverse List - Specifies the number of times that CallXpress should attempt to call the numbers in the call list.

Call List

• Telephone Number - Enter the telephone number to be called in the order you want the numbers to be called. Be sure to enter a 9 before the number if you are dialing off campus.
• Type - Select the type of device to be called.
• Normal - for regular telephone numbers
• Radio - for radio and voice announce pagers
• Digital - for digital pagers
• PIN - for PIN-type pagers
• PIN Number - Enter the PIN if this entry describes a PIN-type pager
• Wait (min) - Enter the amount of time CallXpress should wait before contacting the next number in the list.

Daily

This tab allows you to configure the daily message reminder that calls you once each day when new messages are waiting in your mail box.

Enabling Daily Message Reminder

To enable this feature, select the Enable Daily Message Reminder box. Enter the phone number where you wish to be called (be sure to enter a 9 before the number if this is an off-campus number), and then enter the time you wish to be called. Click OK to save your changes.

Forwarding

This tab allows you to configure Automatic Message Forwarding. This is a feature that forwards copies of your incoming messages to another mailbox as soon as they are received. This feature can only be used to forward voice mails. to another CallXpress subscriber.

Options

• Notify Status - You can select whether you wish to have all new voicemail messages forwarded, or only those marked urgent.
• Specific Sender - You can set CallXpress forward only those messages left by a specific caller.
• Message Types - This section allows you to select whether you wish to be notified of voice messages, fax messages, or both.

Time

• Hours - You can set during which hours you wish to have CallXpress notify you of new messages
• Days - Select which days you wish CallXpress to notify you of new messages

Enabling Automatic Message Forwarding

To enable this feature, check the Enable Automatic Message Forwarding box and enter the mailbox number to forward the messages to. Set your options and time for forwarding to be active, then click OK to save your settings.

SMS (Short Message Service)

This tab allows you to enable an SMS feature that sends a message to your mobile telephone, pager, or email account when you receive a new message.

Options

• Notify Status - You can select whether you wish to be notified of all new voicemail messages, or only those marked urgent.
• Message Types - This section allows you to select whether you wish to be notified of voice messages, fax messages, or both.

Time

• Hours - You can set during which hours you wish to have CallXpress notify you of new messages
• Days - Select which days you wish CallXpress to notify you of new messages

Contact Details

Do not enter your mobile phone number. Instead, enter the email address for your mobile phone. You can generally find this information from your provider. Some common providers are listed below.

Ex. If your phone number is (555) 555-5555. Then your email is:

• Comcast: 555555555@comcastme.com
• Cricket: 555555555@mms.mycricket.com
• Nextel/Sprint: 555555555@messaging.sprintpcs.com
• T-Mobile: 555555555@tmomail.net
• Verizon: 555555555@vtext.com

Enabling SMS

To enable this feature, check the Enable Short Messages Service (SMS) box. Select the third-party provider used by your SMS-equipped device and click OK.

Web PhoneManager Settings

This tab allows you to configure how you want to record and play back voice messages and other audio recordings during you Web PhoneManager session.

Enter the telephone number where you want CallXpress to call for recordings. Then select whether you want your playback options via telephone, streaming audio, or downloaded to your hard drive.