NVM-Desktop Messaging Integrating Microsoft Exchange/Outlook with Desktop Messaging, Software Version 3.04 Part No. 17526DTMEXC03 Issue 1-0, November 2000
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 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 subject 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 proprietary information that is protected by copyright. All rights are reserved. No part of this document may be photocopied or reproduced without prior written consent of Nitsuko America. 2000 by Nitsuko America. All Rights Reserved Printed in U.S.A.
Table of Contents Chapter 1: Integrating with Microsoft Exchange/Outlook.......................... 1 About Integrating with Microsoft Exchange/Outlook...................................... 1 System Requirements.............................................................. 1 How the Integration Works: A Simplified Overview...................................... 2 Chapter 2: Setting Up Microsoft Exchange for Unified Messaging.................. 3 Setup Overview................................................................... 3 From the NT Server: Create a Global Group............................................ 4 From the NT Server: Add Two New NT User Accounts................................... 6 From the Exchange Server: Add a NVM-Desktop Messaging Mailbox........................ 7 From the Exchange Server: Verify that the Dispatcher Mailbox has Permissions............... 10 From the Exchange Server: Add Two Other Mailboxes................................... 13 From the Exchange Server: Set Delivery Option, Give Send on Behalf Of, for Each Mailbox... 13 From an Existing Exchange or Outlook Workstation: Install Forms Software................. 14 Installing Forms in Outlook 2000.............................................. 14 Installing Forms in a version of Exchange/Outlook other than 2000................... 19 Chapter 3: Setting Up the Client Workstation.................................. 23 Setup Overview.................................................................. 23 Delete Your 16 Bit Version of NVM-Desktop Messaging................................. 24 Install Component for Microsoft Office 2000........................................... 25 Install NVM-Desktop Messaging on the Client Workstation............................... 26 Install Forms Software on Client Workstation.......................................... 30 Create an Exchange Profile for NVM-Desktop Messaging on the Client Workstation........... 32 Set Up E-mail Options for Integrating with Microsoft Exchange/Outlook..................... 35 Initial Startup Options............................................................. 38 Removing NVM-Desktop Messaging from Your Workstation.............................. 38 Using Microsoft Exchange/Outlook with NVM-Desktop Messaging......................... 39 Recording and Sending a Voice Message........................................ 39 Using Return Receipt....................................................... 41 Listening to Voice Messages................................................. 42 Saving Your Voice Messages................................................. 44 Viewing Your Fax Messages................................................. 46 Initiating a Fax Message..................................................... 47 Saving Your Fax Messages................................................... 47 Implementing Other Microsoft Exchange/Outlook Options.......................... 49 Deleting Messages......................................................... 49 Chapter 4: Performing Optional Procedures................................... 51 Setup Overview.................................................................. 51 Set Hide from Address Book for Dispatcher Mailbox................................... 51 i
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Overview Chapter 1: Integrating with Microsoft Exchange/Outlook About Integrating with Microsoft Exchange/Outlook Overview System Requirements Beginning with software version 3.03, NVM-Desktop Messaging allows integration with Microsoft Exchange/Outlook. This integration enables you to use your Microsoft Exchange/Outlook inbox to receive and send voice messages and receive fax messages. Note: 1.To view fax messages, your Voice Mail system requires installation of the Fax Mail option. 2. The current software version of NVM-Deskop Messaging is 3.04 Your system needs the following to integrate with Microsoft Exchange/Outlook: NVM-2000 Voice Mail System with software version 9.08 or higher. Microsoft Exchange Server (version 5.0 or above) already installed and set up. All client personal computers must have: - Windows 95, 98 or NT as the operating system - Microsoft Exchange/Outlook installed (Active Messaging version 1.1 or higher) Creation of three additional Microsoft Exchange mailboxes. (Details of these mailboxes are in this supplement): - Outside Caller - Unknown Caller - Unified Messaging Dispatcher Mailbox (NVM-Desktop Messaging uses this mailbox to send all messages). NVM-Desktop Messaging version 3.04 (files on CD-ROM for NVM-Desktop Messaging) installed on each client computer. NVM-Desktop Messaging Exchange Forms Support version 1.1(f iles on CD-ROM for NVM-Desktop Messaging) installed on each client computer. NVM-Desktop Messaging CTL Forms (f iles on CD-ROM for NVM-Desktop Messaging) installed in a public library or personal folders. Each client s Voice Mail Subscriber mailbox name and Exchange Server mailbox Display Name must have the same components. The order of which is not important. For example, a Voice Mail Subscriber mailbox name could be John Smith. The corresponding Exchange Server mailbox Display Name could be Smith, John. Chapter 1 Integrating with Microsoft Exchange/Outlook 1
Overview How the Integration Works: A Simplified Overview Every six seconds, NVM-Desktop Messaging polls the Voice Mail for new messages. If a new message is present, NVM-Desktop Messaging downloads it as a message in the recipient s voice mailbox. Desktop also converts the message to a Windows audio-visual (wav) file, and attaches it to a notification e-mail. NVM-Desktop Messaging sends the e-mail with the wav file attachment to the recipient via a Dispatcher Mailbox. (The Dispatcher Mailbox is a special mailbox in Microsoft Exchange that is set up for NVM-Desktop Messaging. NVM-Desktop Messaging sends all messages to Exchange clients by way of the Dispatcher Mailbox). The message is now stored on the Voice Mail server and the Exchange server. Synchronization between the two servers continually updates message status. As a result, erasing a message from one server automatically erases it from the other. When the Exchange/Outlook user double-clicks on the message, a voice message form appears. The user is able to listen to the message through the speakers of the client computer (if equipped with a sound card) or privately through the handset of the telephone. Special forms software installed on the client computer enable the voice message form to appear. The following figure provides a block diagram of this process. Voice Mail TCP/IP NVM-Desktop Messaging V3.0 Client Profile Unified Messaging Email dispatcher Mailbox Profile Client s Exchange/ Outlook Email Mailbox MAPI Messaging API Exchange Server Exchange/Outlook Client Voice Message Form Fax Message Form ExchOut-bloc1 Figure 1: Block Diagram of Microsoft Exchange/Outlook Integration 2 Integrating with Microsoft Exchange /Outlook Chapter 1
Setting Up Microsoft Exchange for Unified Messaging Chapter 2: Setting Up Microsoft Exchange for Unified Messaging Setting Up Microsoft Exchange for Unified Messaging Setup Overview Your Microsoft Exchange Administrator must perform several procedures with NT User Accounts and in Exchange so that the integration with NVM-Desktop Messaging works properly. To change NT User Accounts, the Exchange Administrator requires the appropriate permissions. Contact with the NT Administrator may be required. Pages 4 through 14 provide the procedures that must be performed. In summary, the Exchange Administrator performs the following: A.From the NT Server: 1. Create a Global Group. 2. Add Two New NT User Accounts. B.From the Exchange Server: 1. Add a NVM-Desktop Messaging Mailbox. 2. Verify the NVM-Desktop Messaging Mailbox (Dispatcher Mailbox) has the required permissions. 3. Add Two Other Mailboxes. 4. Set the Delivery Option, Give Send on Behalf Of, for Each Mailbox. C.From an Existing Microsoft Exchange or Outlook Workstation 1. Install Forms Software. Chapter 2 Integrating with Microsoft Exchange/Outlook 3
Setting Up Microsoft Exchange for Unified Messaging From the NT Server: Create a Global Group From the NT Server: Create a Global Group From the NT Server: Create a Global Group Note: You must have the appropriate permissions to add NT User Accounts. You may have to contact your NT Administrator. All Exchange/Outlook users must have log on permission to a Dispatcher mailbox. (You will set up this mailbox in a subsequent procedure.) This Dispatcher mailbox acts as a relay agent for all mail messages in that all mail (voice, fax and electronic) is routed through it. The easiest method to provide logon permission for all mailboxes is to create a new Global group within the domain controller. Note: Sample screens in the following procedure are from a Windows NT Server. Your screens may look differently depending on your system s configuration and network. To add create a Global Group: 1. From the Start Menu, select Programs Administrative Tool User Manager for Domains. 2. Click User New Global Group. 4 Integrating with Microsoft Exchange /Outlook Chapter 2
Setting Up Microsoft Exchange for Unified Messaging From the NT Server: Create a Global Group 3. Enter a name for the Global Group in the Group Name box. This example uses Unified Messaging as the Global Group Name. 4. Enter a description of the Global Group in the Description box. This example uses Unified Messaging - Exchange Group as the Description. 5. Highlight a name in the Non Members list that will have NVM-Desktop Messaging. Click the Add button. The name moves to the Members list. The name is now a member of the Global Group. 6. When you are finished, click OK. Chapter 2 Integrating with Microsoft Exchange/Outlook 5
Setting Up Microsoft Exchange for Unified Messaging From the NT Server: Add Two New NT User Accounts From the NT Server: Add Two New NT User Accounts From the NT Server: Add Two New NT User Accounts Note: You must have the appropriate permissions to add NT User Accounts. You may have to contact your NT Administrator. You must create two new NT User Accounts so that voice and fax messages can be labeled: Outside Caller (used for voice and fax messages from outside). Unknown Caller (used for any voice or fax messages from an unknown mailbox). Note: Sample screens in the following procedure are from a Windows NT Server. Your screens may look differently depending on your system s configuration and network. To add a user: 1. If you are already at the User screen, go to step 2. If you are not, from the Start Menu, select Programs Administrative Tools User Manager for Domains. 2. Click User New User 3. In the Username box, enter Outside Caller 4. Add the Outside Caller as a member of the Global Group you created in the preceding procedure. (In our example, you would add Outside Caller as a member of the Unified Messaging Global Group.) 5. Click OK. 6. Repeat steps 1 through 3 to create a new user named Unknown Caller. 7. Add the Unknown Caller as a member of the Global Group you created. 6 Integrating with Microsoft Exchange /Outlook Chapter 2
Setting Up Microsoft Exchange for Unified Messaging From the Exchange Server: Add a Desktop Messaging Mailbox From the Exchange Server: Add a Desktop Messaging Mailbox From the Exchange Server: Add a NVM-Desktop Messaging Mailbox The Exchange Administrator must create a Dispatcher mailbox for NVM-Desktop Messaging using the Global Group (Unified Messaging in our example) as the primary NT account. To create this mailbox, use the Microsoft Exchange Administrator program. Note: Sample screens in the following procedure are from a Windows NT Server. Your screens may look differently depending on your system s configuration and network. To add create a Dispatcher mailbox for NVM-Desktop Messaging: 1. From the Start Menu, select Programs Microsoft Exchange Microsoft Exchange Administrator. 2. From the Microsoft Exchange Administrator program, navigate to and open the Recipients folder. Chapter 2 Integrating with Microsoft Exchange/Outlook 7
Setting Up Microsoft Exchange for Unified Messaging From the Exchange Server: Add a Desktop Messaging Mailbox 3. Click File New Mailbox 4. At the General tab for Properties, click the Primary Windows NT Account button. You see: 5. Click the Select an existing Windows NT account radio button, click OK. 8 Integrating with Microsoft Exchange /Outlook Chapter 2
Setting Up Microsoft Exchange for Unified Messaging From the Exchange Server: Add a Desktop Messaging Mailbox 6. In the Add User or Group screen, select the Global Group you created. (In our example, it is Unified Messaging). 7. Click Add, and click OK. 8. Make entries in the following fields in the General tab screen of Properties: Display Enter the name of the Dispatcher Mailbox (such as Unified Messaging in the example below). Last Enter a name (such as Messaging in the example below). Alias Enter a name (such as Unified Messaging in the example below). 9. When finished, click OK. Chapter 2 Integrating with Microsoft Exchange/Outlook 9
Setting Up Microsoft Exchange for Unified Messaging From Exchange Server:Verify Dispatcher Mailbox has Permissions From Exchange Server:Verify Dispatcher Mailbox has Permissions From the Exchange Server: Verify that the Dispatcher Mailbox has Permissions Generally,when the Microsoft Exchange Administrator creates Exchange mailboxes, they are automatically assigned with the appropriate permissions. However, on occasion, a mailbox may be created without the necessary permissions. For this reason, you (or the Microsoft Exchange Administrator) must verify that the Dispatcher Mailbox (created on page To add create a Dispatcher mailbox for NVM-Desktop Messaging:) has been given the proper permissions. To perform this verification, you must be sure that the Permissions Tab is visible. In order for the Permissions Tab to be visible, the Show Permissions page for all objects attribute must be enabled. (By default, the Microsoft Exchange Administrator Program is set up with the Permissions Tab as hidden. This means that the Show Permissions page for all objects attribute is disabled at default.) For your convenience, instructions for displaying the Permissions Property page are provided below. If you need more information, refer to the documentation that you received for the Microsoft Exchange Administrator Program. To enable Show Permissions page for all objects : 1. From the Start Menu, select Programs Microsoft Exchange Microsoft Exchange Administrator. 2. From the Microsoft Exchange Administrator program, navigate to Tools Options. 10 Integrating with Microsoft Exchange /Outlook Chapter 2
Setting Up Microsoft Exchange for Unified Messaging From Exchange Server:Verify Dispatcher Mailbox has Permissions You see the following drop-down box: 3. Click to enable the Show Permissions page for all objects radio box. 4. Click OK. To verify the Dispatcher Mailbox has the appropriate permissions: 1. f you are still in the Microsoft Exchange Administrator program, go to step 2. If you are not, go to the Start Menu. From the Start Menu, select Programs Microsoft Exchange Microsoft Exchange Administrator and open the Recipients folder. 2. Open the file for the Dispatcher Mailbox (Unified Messaging in this example), and access Permissions. You see a screen similar to: Chapter 2 Integrating with Microsoft Exchange/Outlook 11
Setting Up Microsoft Exchange for Unified Messaging From Exchange Server:Verify Dispatcher Mailbox has Permissions 3. Check the box labeled Windows NT accounts with permissions. If you see the name of the Dispatcher Mailbox (Unified Messaging in this example) in thebox, the necessary permissions are set up correctly. Click OK. If you do not see the name of the Dispatcher Mailbox in the box: Click Add. Using the scroll bar, select the name of the Dispatcher Mailbox. Click Add. Click OK. Click OK again. The Dispatcher Mailbox is set with the necessary permissions. 12 Integrating with Microsoft Exchange /Outlook Chapter 2
Setting Up Microsoft Exchange for Unified Messaging From the Exchange Server: Add Two Other Mailboxes From the Exchange Server: Add Two Other Mailboxes From the Exchange Server: Add Two Other Mailboxes The Exchange Administrator must create two additional mailboxes: one for Outside Caller and one for Unknown Caller. No messages are stored in these mailboxes. They are used by the system for addressing purposes, and they do not receive mail. Create two additional mailboxes using the Exchange Administrator program. Use the documentation for this program to create these mailboxes. From the Exchange Server: Set Delivery Option, Give Send on Behalf Of, for Each Mailbox The Exchange Administrator must configure each mailbox so that the attribute Give Send On Behalf Of permission to is set for the Dispatcher Mailbox (Unified Messaging in our example). This attribute must be set for all mailboxes that also have corresponding voice mailboxes even if they do not use the Microsoft Exchange/Outlook Integration. (A client without NVM-Desktop Messaging can use a telephone to send a voice message to a client with NVM-Desktop Messaging and must be identified.) To set the attribute Give Send On Behalf of permission to for each mailbox: 1. From the Start Menu, select Programs Microsoft Exchange Microsoft Exchange Administrator. 2. From the Microsoft Exchange Administrator program, navigate to and open the Recipients folder. 3. Open the file for a particular Exchange mailbox and access Properties. 4. Click Modify. 5. Select the Dispatcher Mailbox. Unified Messaging in this example: 6. Click OK. 7. Repeat steps 3 through 6 for each Exchange mailbox, including the Outside Caller and Unknown Caller mailboxes. Chapter 2 Integrating with Microsoft Exchange/Outlook 13
Setting Up Microsoft Exchange for Unified Messaging From Existing Exchange Workstation: Install Forms Software From Existing Exchange Workstation: Install Forms Software From an Existing Exchange or Outlook Workstation: Install Forms Software The Exchange Administrator must install two message forms into a centralized Public Forms Library on the Exchange Server so that NVM-Desktop Messaging clients may view a voice or fax message in their inbox. These forms are located in a file on the CD-ROM labeled NVM-Desktop Messaging. The easiest way to install the form files is from an existing Exchange or Outlook workstation that has administrator permissions. Thefiles on the CD ROM are copied into the Public Forms Library. The installation procedure for the message forms is slightly different if you have Outlook 2000. Instructions for Outlook 2000 begin in the next paragraph. If you have a version of Exchange/Outlook other than 2000, go to page Installing Forms in a version of Exchange/Outlook other than 2000 for instructions on installing the message forms. Installing Forms in Outlook 2000 To copy the message forms into the Forms Library: 1. From an existing Exchange or Outlook workstation with administrator permissions, install the CD ROM for NVM-Desktop Messaging into the CD ROM drive. 2. From the computer s Microsoft Outlook mailbox, click Tools Options. 3. Click the Other tab. 14 Integrating with Microsoft Exchange /Outlook Chapter 2
Setting Up Microsoft Exchange for Unified Messaging From Existing Exchange Workstation: Install Forms Software 4. Click the Advanced Options button. You see: 5. Click the Custom Forms button. You see: 6. Click the Manage Forms button. You see a screen similar tothe one shown on the following page. Chapter 2 Integrating with Microsoft Exchange/Outlook 15
Setting Up Microsoft Exchange for Unified Messaging From Existing Exchange Workstation: Install Forms Software Installing Forms in Outlook 2000 (cont d) 7. Click the Set button (the one located in the upper right hand portion of the screen). 8. Select the Forms Library and click to locate the name of theforms Library for your particular installation site. In this example, the Forms Library is named CTL Forms: 16 Integrating with Microsoft Exchange /Outlook Chapter 2
Setting Up Microsoft Exchange for Unified Messaging From Existing Exchange Workstation: Install Forms Software 9. Click OK. You see a screen similar to: 10. Click the Install button. 11. Click in the Look in box and find the location of the CD-ROM drive containing the message forms: 12. Double-click NTK Forms Software. You see: Chapter 2 Integrating with Microsoft Exchange/Outlook 17
Setting Up Microsoft Exchange for Unified Messaging From Existing Exchange Workstation: Install Forms Software 13. Click on one of the message forms. The, click Open. You see the Form Properties screen: 14. Click OK. When the form is installed, you see it in the public forms location. For example: 15. Repeat steps 10 through 14 for the other form. 16. When you finished installing both forms: Click Close. Click OK. Click OK. Click OK. 17. Remove the disk from the computer s CD-ROM drive. You are now ready to set up the client workstations. See 23. 18 Integrating with Microsoft Exchange /Outlook Chapter 2
Setting Up Microsoft Exchange for Unified Messaging From Existing Exchange Workstation: Install Forms Software Installing Forms in a version of Exchange/Outlook other than 2000 Note: Sample screens in the following procedure are from Microsoft Outlook mailbox. Your screens may look differently if you use Microsoft Exchange or depending on your system s configuration and network. To copy the message forms into the Forms Library: 1. From an existing Exchange or Outlook workstation with administrator permissions, install the CD ROM for NVM-Desktop Messaging into the CD ROM drive. 2. From the computer s Microsoft Outlook mailbox, click Tools Options. 3. If using an Exchange client, click the EXCHANGE SERVER tab. If using an Outlook client, go to step 4. 4. Click the Manage Forms tab. You see: 5. Click the Manage Forms button. You see a screen similar to the following:. Chapter 2 Integrating with Microsoft Exchange/Outlook 19
Setting Up Microsoft Exchange for Unified Messaging From Existing Exchange Workstation: Install Forms Software 6. Click the Set button (the one located in the upper right hand portion of the screen). 7. Select the Forms Library and click to locate the name of theforms Library for your particular installation site. In this example, the Forms Library is named CTL Forms: 20 Integrating with Microsoft Exchange /Outlook Chapter 2
Setting Up Microsoft Exchange for Unified Messaging From Existing Exchange Workstation: Install Forms Software 8. Click OK. You see a screen similar to: 9. Click the Install button. 10. Click in the Look in box and find the location of the CD-ROM drive containing the message forms: 11. Double-click NTK Forms Software. You see: Chapter 2 Integrating with Microsoft Exchange/Outlook 21
Setting Up Microsoft Exchange for Unified Messaging From Existing Exchange Workstation: Install Forms Software 12. Click on one of the message forms. The, click Open. You see the Form Properties screen: 13. Click OK. When the form is installed, you see it in the public forms location. For example: 14. Repeat steps 10 through 14 for the other form. 15. When you finished installing both forms: Click Close. Click OK. 16. Remove the disk from the computer s CD-ROM drive. You are now ready to set up the client workstations. See page 23. 22 Integrating with Microsoft Exchange /Outlook Chapter 2
Setting Up the Client Workstation Chapter 3: Setting Up the Client Workstation Setting Up the Client Workstation Setup Overview You must perform several procedures on your computer or client so that your Microsoft Exchange/Outlook mailbox works correctly with NVM-Desktop Messaging. These procedures are found on pages 24 through 38. You will also need information for using NVM-Desktop Messaging s features in Microsoft Exchange. This information begins on page 39. In summary, you will perform the following procedures: 1. Delete Your 16 Bit Version of NVM-Desktop Messaging (if installed). 2. Install Component for Microsoft Office 2000 (if required). 3. Install NVM-Desktop Messaging Version 3.04 on the Client Workstation. 4. Install Client Forms Software on the Client Workstation. 5. Create an Exchange Profile for NVM-Desktop Messaging. 6. Set Up E-Mail Options for Integrating with Micrsoft Exchange/Outlook. 7. Select how you want NVM-Desktop Messagin to start up initially. 8. Learn how to use Microsoft Exchange/Outlook with NVM-Desktop Messaging. Chapter 3 Integrating with Microsoft Exchange/Outlook 23
Setting Up the Client Workstation Delete Your 16-Bit Version of NVM-Desktop Messaging Delete Your 16-Bit Version of NVM-Desktop Messaging Delete Your 16 Bit Version of NVM-Desktop Messaging If you have a 16-bit version of Desktop Messaging installed on your computer, you must delete it before you install software version 3.04 (which is a 32- bit version). To delete the 16 bit version from a computer with Desktop Messaging: 1. Double-click on the My Computer icon on your computer desktop. 2. Double-click on the drive where Desktop Messaging is installed. Generally, it is installed on the C:> drive unless you changed the default location during the initial installation. 3. Click on the Unimsg file folder to highlight it. 4. Click File Delete. 5. Click Yes to confirm removal of the file folder and all of its contents. To delete the Desktop Messaging icon from your computer s desktop: Note: If you created an icon fordesktop Messaging on your computer s desktop, you must delete it before installing the 32 bit version. 1. Click on the Desktop Messaging icon. 2. Keep your mouse over the icon, click the right mouse button to access the drop down menu. 3. Click Delete. 4. Click Yes to confirm removal of the icon. 24 Integrating with Microsoft Exchange /Outlook Chapter 3
Setting Up the Client Workstation Install Component for Microsoft Office 2000 Install Component for Microsoft Office 2000 Install Component for Microsoft Office 2000 A workstation with Microsoft Office 2000 with Outlook 2000 rquires an additional component to be installed when integrating with NVM-Desktop Messaging. Specifically, the forms that display for voice and FAX messages require this component. In order for these messages forms to load properly on a workstation with Office 2000 with Outlook 2000, the Exchange Administator must install and enable the Electronic Forms Designer Runtime component for Microsoft Office 2000. Obtain the Microsoft Office installation disk. Follow the instructions with software for installation. The folliwng screen shows this particular component: Chapter 3 Integrating with Microsoft Exchange/Outlook 25
Setting Up the Client Workstation Install NVM-Desktop Messaging on the Client Workstation Install NVM-Desktop Messaging on the Client Workstation Install NVM-Desktop Messaging on the Client Workstation Client so If you are upgrading from a 16 bit version to a 32 bit version, you should have already removed the 16 bit version. (See page 24 for instructions.) To install software version 3.04 on your client workstation: IMPORTANT You must close all programs before you begin installation. This includes any e-mail and virus protection programs. 1. Close all programs. 2. Insert NVM-Desktop Messaging CD ROM in the CD ROM drive of the client workstation. 3. Click Start Run. 4. Click Browse. You see: 5. Double-click on Desktop Messaging 3.04. 6. Click on Setup.exe file. Click OK. After a few moments, you see a screen such as the following: 26 Integrating with Microsoft Exchange /Outlook Chapter 3
Setting Up the Client Workstation Install NVM-Desktop Messaging on the Client Workstation 7. You then see the following screen which suggests that you close any programs that are running: If you have any other programs running, click Cancel, and return to step 1. OR If you don t have any other programs, running, click Next to continue. You see: 8. To install NVM-DesktopMessaging in the default location: (C:\Program Files\CTL\Destktop Messaging), click Next and go to step 8. OR Click Browse to select another location a, and got to step 9. OR Click Cancel to quit the installer, and continue later on. Chapter 3 Integrating with Microsoft Exchange/Outlook 27
Setting Up the Client Workstation Install NVM-Desktop Messaging on the Client Workstation 9. After selecting the location for the files (default is C:\Program Files\CTL\Desktop Messaging) in step 7, you see: To select the default Program Group (Desktop Messaging), click Next. OR Click the box under Program Folders. Type in the desired name, and click Next. Click on the box under Existing Folders. Use the scroll bar to find the desired name. Select the name so it is highlighted, and click Next. 10. The installation program is ready to copy the program files onto your computer. You see: If the screen shows the correct settings, click Next. OR Click Back to change your entries in previous screens. If you clicked Next, you see a screen that shows the status of the file copy process: 28 Integrating with Microsoft Exchange /Outlook Chapter 3
Setting Up the Client Workstation Install NVM-Desktop Messaging on the Client Workstation You will see one of two screens depending upon whether any system files needed to be upgraded. If system files needed to be upgraded, you will see: If you see the above screen, you must restart your computer before you can use Desktop Messaging. If you want to launch Desktop now, be sure that the radio button is selected. 11. Click Finish. You are now ready to install the Forms Client Software on the workstation. See the next page. Chapter 3 Integrating with Microsoft Exchange/Outlook 29
Setting Up the Client Workstation Install Forms Software on Client Workstation Install Forms Software on Client Workstation Install Forms Software on Client Workstation The Forms software version 1.01 for is on the CD-ROM for NVM-Desktop Messaging. To install the Forms Software on the client workstation: IMPORTANT You must close all programs before you begin installation. This includes any e-mail and virus protection programs. 1. Close all programs. 2. Insert NVM-Desktop Messaging CD ROM in the CD ROM drive of the client workstation. 3. Click Start Run. 4. Click Browse. You see: 5. Double-click on NTK Client Forms Software. 6. Click on Setup.exe file. Click OK. After a few moments, you see a screen such as the following: 7. After all files have been copied, you see the following Setup screen which suggests tht you close any programs that are running: 30 Integrating with Microsoft Exchange /Outlook Chapter 3
Setting Up the Client Workstation Install Forms Software on Client Workstation 8. If you have any other programs running, click Exit Setup, and return to step 1. OR If you don t have any other programs running, clidk OK, to continue. You see: 9. To install the client forms software in the default location (C:\CTLFAX) click on and go on to step 11. OR Click Change Directory to select another location, and go to step 10. OR Click Exit Setup to quit setup, and continue later on. 10. If you selected Change Directory in step 9: Double-click on the directory you want to use. Click OK, and go back to step 9. 11. The setup program begins to copy the files onto your computer. You see a screen that shows the progress of the file copy process: When the setup is complete, you see the following: 12. Cllick OK. You screen returns to your computer s desktop. 13. Remove the CD-ROM from the drive. Chapter 3 Integrating with Microsoft Exchange/Outlook 31
Setting Up the Client Workstation Create Exchange Profile for Desktop Messaging on the Client Create Exchange Profile for Desktop Messaging on the Client Create an Exchange Profile for NVM-Desktop Messaging on the Client Workstation After you have installed the NVM-Desktop Messaging client and forms client software, you need to create a profile in Microsoft Exchange/Outlook for NVM-Desktop Messaging. To create an Exchange Profile for NVM-Desktop Messaging: 1. Double-click, and then open the Control Panel folder. 2. In Control Panel, find and open the Mail and FAX folder (for Outlook integrations). 3. Click on Show Profiles. 4. Click on Add. You see the Inbox Setup Wizard: Microsoft Exchange should be the only service selected with a check mark. If other services are checked, click on them to de-select them. 5. Click on Next. You see: 6. In the box, next to Profile Name, enter the name chosen for NVM-Desktop Messaging (such as Unified Support). You must obtain this information from your LAN or Exchange Administrator. 32 Integrating with Microsoft Exchange /Outlook Chapter 3
Setting Up the Client Workstation Create Exchange Profile for Desktop Messaging on the Client 7. Click Next. You see: 8. Obtain the necessary information from your LAN Administrator and: Enter the name of the Microsoft Exchange Server. (The example screen above shows the name Utopia as the server.) Enter the name of the Dispatcher Mailbox as the Mailbox. (The example screen above shows the name Unified Messaging as the Mailbox.) 9. Click Next. 10. Click the appropriate answer (Yes or No). You see the next screen in the Wizard. For example: 11. Enter the information as follows: Enter the path to your Personal Address Book in the required location, and click Next. If you do not have a Personal Address Book, click Next. Outlook/Exchange will create a Persoanl Address Book in the path shown on the screen. 12. Click Finish. Chapter 3 Integrating with Microsoft Exchange/Outlook 33
Setting Up the Client Workstation Create Exchange Profile for Desktop Messaging on the Client 13. Return to the Profiles Screen for Mail and Fax: Open Control Panel folder. Open Mail and FAX folder. Click on Show Profiles. And example of what you see follows: 14. Single-click on profile name for NVM-Desktop Messagin so that it is highlighted. 15. Click on Properties. 16. Click on the Delivery Tab. An example of what you see follows: 17. The screen should show that new mail id delivered to the name of the Dispatcher Mailbox. The example above shows Unified Messaging. If the correct name is shown, click OK. OR If the correct name of the Dispatcher Mailbox is not shown, click on to find the correct name, and then click OK. 34 Integrating with Microsoft Exchange /Outlook Chapter 3
Setting Up the Client Workstation Set Up E-mail Options for Microsoft Exchange/Outlook Setting Up the Client Workstation Set Up E-mail Options for Microsoft Exchange/Outlook Set Up E-mail Options for Integrating with Microsoft Exchange/Outlook To set up Desktop s e-mail options: 1. If this is not a new installation, you see the Setup Screen. Go to step 2. If this is a new installation, the Logon Screen appears (see below). From the Logon Screen, click Setup: You see the Setup Screen: 2. If requested by your System (or LAN) Administrator, check the Enable E-Mail Debug box. 3. Check the Enable E-Mail box. Chapter 3 Integrating with Microsoft Exchange/Outlook 35
Setting Up the Client Workstation Set Up E-mail Options for Microsoft Exchange/Outlook You see: 4. In the Setup Screen, make the following entries. Ask your System (LAN) Administrator if you need help with these entries. Enter the TCP/IP parameters. Select Active Messaging. Enable Exchange/Outlook Integration. Set the VM to Exc/Outlook Sync (sec): (new with software version 3.04) The timer sets how often Desktop tries to synchronize the status of voice and fax messages in Exchange/Outlook folders with the status of messages in the Voice Mail. Default: 18 (seconds) Entries: 12-600 (seconds) Set the VM Poll TimeTime (sec): (new with software version 3.04) The timer determines how often Desktop polls the Voice Mail for new messages, hook status and Voice Mail message status.. Default: 6 (seconds) Entries: 6-300 (seconds) Enter Dispatcher Profile Name. (This is the name of the profile you set up for NVM-Desktop Messaging s Dispatcher Mailbox. See page 7. The example Profile set up in this supplement use the name Unified Support.) Enter the Dispatcher Password (if there is one. See your System Administrator.) Enter the client s Profile name. Enter the client s password. Click OK. 36 Integrating with Microsoft Exchange /Outlook Chapter 3
Setting Up the Client Workstation Set Up E-mail Options for Microsoft Exchange/Outlook 5. In the Logon Screen (see below), make sure you correctly enter: Your subscriber mailbox number. Your phone system extension number. Your subscriber mailbox Security code (if any). An example Logon Screen containing these entries is shown below: 6. Click OK. Note: NVM-Desktop Messaging must be running in order for Microsoft Exchange/Outlook to receive voice and fax messages. In subsequent sessions after you launch NVM-Desktop Messaging, it automatically minimizes into the System Tray portion of your desktop s Task Bar. See below: Icon for NVM-Desktop Messaging Chapter 3 Integrating with Microsoft Exchange/Outlook 37
Setting Up the Client Workstation Initial Startup Options Initial Startup Options Initial Startup Options You can have NVM-Desktop Messaging start automatically each time you power up or reboot your computer, or you start Desktop Messaging from a Desktop icon. To have NVM-Desktop Messaging start automatically each time you power up or reboot your computer: 1. Double-click My Computer, navigate to, and then open the following folders: C:\Windows\Start Menu\Programs\Startup C:\Program Files\CTL\Desktop Messaging (or the directory you choose during installation). 2. In C:\Program Files\CTL\Desktop Messaging, right click on unimsg.exe, and while holding down the right mouse button, drag the file into C:\Windows\Start Menu\Programs\Startup. 3. Release the right mouse button. 4. Click Create Shortcut(s) Here. When you reboot your computer, NVM-Desktop Messaging will start up and then minimize automatically into the System Tray portion of your desktop s Task Bar. To create a desktop icon for NVM-Desktop Messaging: 1. Double-click My Computer, navigate to, and then open the folder C:\Program Files\CTL\Desktop Messaging (or the directory you choose during installation). 2. Click on unimsg.exe, and while holding down the mouse button, drag the file onto your desktop. This automatically creates the desktop icon. 3. Double-click the icon to start up NVM-Desktop Messaging. After starting up, NVM-Desktop Messaging minimizes automatically into the System Tray portion of your desktop s Task Bar. Removing NVM-Desktop Messaging from Your Workstation If you want to remove NVM-Desktop Messaging at some point in the future, you can do so from the Control Panel s Add/Remove Programs Properties box. To delete the 32 bit version of NVM-Desktop Messaging: 1. Double-click on the My Computer icon on your computer desktop. 2. Double-click on Control Panel. 3. Double-click on Add/Remove Programs. 4. On the Add/Remove Programs Properties box, use the scroll bar to locate Desktop Messaging. 5. Click on Desktop Messaging 6. Click Add/Remove. 7. Click Yes to confirm removal of the application. 38 Integrating with Microsoft Exchange /Outlook Chapter 3
Setting Up the Client Workstation Using Microsoft Exchange/Outlook with NVM-Desktop Messaging Using Microsoft Exchange/Outlook with NVM-Desktop Messaging Using Microsoft Exchange/Outlook with NVM-Desktop Messaging Note: To use Microsoft Exchange/Outlook with NVM-Desktop Messaging: 1. Launch NVM-Desktop Messaging so that it minimizes into the System Tray portion of your Task Bar. 2. Launch Microsoft Exchange/Outlook. All of the instructions in this section assume you are in Microsoft Exchange/Outlook. Screens shown in this section are from Microsoft Outlook. If you have Microsoft Exchange, your screen may appear differently. Recording and Sending a Voice Message To record and send a voice message: 1. Initiate a new mail message. 2. From the new message form, click Compose Choose Form. You see: 3. Click on Voice Mail Message, and then OK. Chapter 3 Integrating with Microsoft Exchange/Outlook 39
Setting Up the Client Workstation Using Microsoft Exchange/Outlook with NVM-Desktop Messaging Recording and Sending a Voice Message (cont d) You see: 4. When the phone rings, lift the handset and say hello. After a few seconds, you hear: Ready. You see: 5. Click Record and start your recording using the telephone handset. 6. Click STOP when you are finished recording. 7. Click Save. You see the Address Screen. Finish the sending the message the same way as you would through NVM-Desktop Messaging. Note: At this time, you cannot send a fax message from the Microsoft Exchange/Outlook and NVM-Desktop Messaging Integration. 40 Integrating with Microsoft Exchange /Outlook Chapter 3
Setting Up the Client Workstation Using Microsoft Exchange/Outlook with NVM-Desktop Messaging Using Return Receipt Return Receipt operates differently when recipients access messages from their Microsoft Exchange/Outlook mailbox. After you record a message, you can request a return receipt before you send it to the desired destination. If recipients access a message from their Exchange/Outlook, you receive a return receipt notification as soon as they click on the message, and the message form loads. They do not have to listen to the message in order for you to receive the notification. This operation is different than when recipients use a telephone to access their Subscriber Mailbox. In this case, you receive a return receipt notification after the recipient listens to the message. The operation of return receipt with Microsoft Exchange/Outlook will be changed in a future software version so that it operates the same as it does when recipients use a telephone to access their Subscriber Mailbox. Chapter 3 Integrating with Microsoft Exchange/Outlook 41
Setting Up the Client Workstation Using Microsoft Exchange/Outlook with NVM-Desktop Messaging Listening to Voice Messages You can easily identify voice messages in your Microsoft Exchange/Outlook Inbox. These messages have: Voice Mail message as the subject. as an icon next to the message. The following is an example of what appears in your inbox: To listen to a voice message: 1. Double- click on the desired message from the main window. You see a screen that your message is being loaded. You then see the voice message form in a screen similar to: 42 Integrating with Microsoft Exchange /Outlook Chapter 3
Setting Up the Client Workstation Using Microsoft Exchange/Outlook with NVM-Desktop Messaging Listening to Voice Messages (cont d) 2. You see various Desktop Support options for listening to your message: Click on these buttons (respectively) to: Play the currently selected message. You hear your message through the speakers of your computer (providing you have a sound card). Pause the selected message Stop the selected message OR Click. This button allows you to listen tothe message through your phone and not the speakers in your computer. You see: When your telephone rings, answer it (by speaking). You hear Ready. Check the telephone status button. * If it is, click on the Play button (see step 2 above). The message is heard through your handset. * f it is, and you click the Play button, you hear the message through your computer s speakers. To hear the message through your handset, click on the Private Listen button again. Then click the Play button. to hear the message through your handset. Note: The Private Listen button acts as a toggle between your telephone s handset and the speakers in your computer. OR Click to automatically place a call to the sender on the highlighted voice mail or fax message. Chapter 3 Integrating with Microsoft Exchange/Outlook 43
Setting Up the Client Workstation Using Microsoft Exchange/Outlook with NVM-Desktop Messaging Saving Your Voice Messages You can save your voice message from Microsoft Exchange/Outlook so that it remains in your Exchange/Outlook inbox and in your Subscriber Mailbox. You can also save your voice messages in Microsoft Exchange/Outlook as Windows audio-visual (wav) files. You can then attach these wav files to your e-mail messages. To save your voice message so that it remains in your inbox and your Subscriber Mailbox: Access your message so that the voice message form is displayed. Click File Save. Your message is saved when you are returned to the message screen. 44 Integrating with Microsoft Exchange /Outlook Chapter 3
Setting Up the Client Workstation Using Microsoft Exchange/Outlook with NVM-Desktop Messaging Saving Your Voice Messages (cont d) To save your voice message as a wav file: 1. Access your message so that the voice mail message form is displayed. Click File Save As wav. You see: 2. In the File name box, enter the name you want to use for the message. Do not change the file extension. Do not change the Save file as type box. 3. If necessary, select the drive and folder in the Network, Drives and Folders boxes. If you want, you can check the Read Only box to save your message in read-only format. This prevents you or a co-worker from opening the saved file and unintentionally changing it. 4. Click OK to save your message. Chapter 3 Integrating with Microsoft Exchange/Outlook 45
Setting Up the Client Workstation Using Microsoft Exchange/Outlook with NVM-Desktop Messaging Viewing Your Fax Messages You can easily identify fax messages in your Microsoft Exchange/Outlook Inbox. These messages have: Fax Mail message as the subject. as an icon next to the message. The following is an example of what appears in your inbox: To view a fax message: 1. Double- click on the desired message from the main window. The first time you click on a fax message, you see a screen stating that the form is being loaded. You then see a screen that your message is being loaded. You then see a fax message form. An example follows: Double-click on the message portion of the screen to increase the size of the viewing screen. Double-click again to decrease the size of the viewing screen. The sender of this fax message has recorded voice comments to go with the fax. 46 Integrating with Microsoft Exchange /Outlook Chapter 3
Setting Up the Client Workstation Using Microsoft Exchange/Outlook with NVM-Desktop Messaging Viewing Your Fax Messages (cont d) 2. You see various NVM-Desktop Messaging options for viewing your fax message: Click the button to access the desired option. The voice message options (Private Listen, Make Call, Play, Pause and Stop) are available if the sender has recorded a voice comment for the fax. They are gray when no voice comments accompany the fax. Initiating a Fax Message You cannot initiate a fax message from Microsoft Exchange/Outlook in NVM-Desktop Messaging software release 3.03 and 3.04 Saving Your Fax Messages You can save your fax message from Microsoft Exchange/Outlook so that it remains in your Exchange/Outlook inbox and in your Subscriber Mailbox. You can also save your fax messages in Microsoft Exchange/Outlook as other file formats. You can then attach these files to your e-mail messages. To save your fax message so that it remains in your inbox and your Subscriber Mailbox: Access your message so that the fax message form is displayed. Click File Save. Your message is saved when you are returned to the message screen. Chapter 3 Integrating with Microsoft Exchange/Outlook 47
Setting Up the Client Workstation Using Microsoft Exchange/Outlook with NVM-Desktop Messaging Saving Your Fax Messages (cont d) To save your fax message in another format: 1. Access your message so that the fax message form is displayed. Click File Save As. You see: 2. Open the Save File as type box and select the file format in which you want to save your fax message. The available formats are: Windows Bitmap (bmp) DCX files (dcx) Encapsulated Postscript (eps) JPEG (jpg) PC Paintbrush (pcx) Tag Image File Format (tif) 3. In the File name box, enter the name you want to use for the message. 4. If necessary, select the drive and folder in the Network, Drives and Folders boxes. 5. Click OK to save your message. 48 Integrating with Microsoft Exchange /Outlook Chapter 3
Setting Up the Client Workstation Using Microsoft Exchange/Outlook with NVM-Desktop Messaging Implementing Other Microsoft Exchange/Outlook Options You can use several of the other options from Microsoft Exchange/Outlook with your voice and fax messages. For example, you can forward a voice message or print a fax message by clicking on the appropriate Microsoft Exchange/Outlook button. You will see the familiar Microsoft Exchange/Outlook toolbar action buttons at the top of a message. These buttons provide access to the options that are available for your voice or fax message. For example: Deleting Messages When you delete a voice or fax message from Microsoft Exchange/Outlook, you must also delete the message from the Deleted Items folder. Otherwise, the message remains in your Voice Mail Subscriber Mailbox as a held or saved message. It is permanently deleted from your Subscriber Mailbox after you remove it from the Deleted Items folder. However, if you access your Subscriber Mailbox from your telephone to delete a voice or fax message, it is immediately deleted from in Microsoft Exchange/Outlook. You do not have to remove it from the Deleted Items folder. Chapter 3 Integrating with Microsoft Exchange/Outlook 49
Setting Up the Client Workstation Using Microsoft Exchange/Outlook with NVM-Desktop Messaging 50 Integrating with Microsoft Exchange /Outlook Chapter 3
Performing Optional Procedures Chapter 4: Performing Optional Procedures Performing Optional Procedures Setup Overview The following procedure is optional, and is not required for the integration to work properly. You may use it if you desire. Set Hide from Address Book for Dispatcher Mailbox This setting is optional. It prevents the Dispatcher Mailbox from appearing in the global address book. If this setting is desired, it must be set after all other steps, including installing the NVM-Desktop Messaging Client software on each computer. If you need to add more Microsoft Exchange users at a later time, you must unhide this attribute, create the users and then select Hide from address book again. Chapter 4 Integrating with Microsoft Exchange/Outlook 51
Performing Optional Procedures Hide from Address Book for Dispatcher Mailbox Hide from Address Book for Dispatcher Mailbox To Hide the Dispatch Mailbox from the system s address book: 1. From the Start Menu, select Programs Microsoft Exchange Exchange Administrator. 2. From the Microsoft Exchange Administrator program, navigate to and open the Recipients folder. 3. Open the file for the Unified Messaging Exchange mailbox, and access Properties. 4. Click the Advanced tab. 5. Click to select Hide from address book. For example: 6. When you are finished, click OK. 52 Integrating with Microsoft Exchange /Outlook Chapter 4