Overview of Email Administration
Internet Messaging is an optional application
that provides email capabilities for Communication Manager Messaging. Topics in this section
include:
Before You Continue
This section
describes only a portion of the tasks needed to
administer Internet Messaging. See the Email
(Internet Messaging) to see a list you can use
as a guide for performing messaging email installation
and administration. You must perform the
tasks in the Activating Internet
Messaging section prior to performing the administration
described in this section.
Designing a
multimedia messaging system involves solid planning.
You should involve your PC/LAN system administrator
and your email administrator in this planning phase.
See Internet Messaging (Concepts
and Planning) for more information.
Enabling Email
There are two ways to enable subscribers for email:
- On an individual, subscriber-by-subscriber basis
- By defining a Class of Service (COS)
Enabling Email on an Individual Basis
If you change an individual subscriber's
COS profile fields on Edit a Class-of-Service page, you remove any association between the
subscriber and any other Class of Service options you may set up in
the future. If only a few subscribers need email access, you can enable
each subscriber individually, as described in this procedure. However,
if you have administered, or are planning to administer, a special COS
for email, do not use this procedure. Instead, follow the procedure
under Enabling Email by Defining a COS.
Note:
The following procedure contains instructions relating only to the one or two fields on a particular screen that you must administer. See Subscriber Administration for complete field descriptions.
|
To administer an individual subscriber for email:
- Go to the Messaging Administration main menu and select under Messaging Administration:
- The system then displays the Manage Subscribers page.
- Enter the extension of the subscriber you want to administer. Alternatively, click Manage for Local Subscribers.
- Select a subscriber.
- Click the Edit/Delete the Selected Subscriber button .
The
system displays the Edit Local Subscriber page.
- Select yes in the
Trusted Server
Access? field (under PERMISSIONS).
- Select yes in the
MCAPI Message Transfer?
field.
-
Check the
Voice Mail Message, Maximum
Length field. The system default is 1200
seconds. (This size is sufficient to contain a
9.6 MB email message. See Planning
for other suggested values.)
-
Check the
Mailbox Size (seconds), Maximum
field. The system default is 8400 seconds. (This
size provides 67.2 MB for storage of the subscriber's
voice, fax, text (email) and binary attachments.
See Internet Messaging
Planning for other suggested values.)
- Click Save to update this information
in the system database.
This
subscriber's mailbox is now enabled for email
integration. Be sure that your subscribers have
sufficient training and instructional material
to take full advantage of this additional functionality.
See Notifying Subscribers
of Email Capability and Setup for guidelines
and more information.
Enabling Email by Defining a COS
If you have a large number of subscribers to administer, defining a COS takes less time than administering subscribers individually.
|
Note: The following
procedure contains instructions relating only to the one or two
fields on a particular screen that you must administer. See Subscriber
Administration for complete field descriptions. |
To administer predefined groups of subscribers for email:
- Go to the Messaging Administration main menu and select under Messaging Administration:
- The system then displays the Manage Classes-of-Service page.
- Select a COS you want to administer
- Click the Edit the Selected COS button.
-
Select yes in the
Trusted Server
Access? field (under PERMISSIONS).
- Select yes in the
MCAPI Message Transfer?
field.
-
Check the
Voice Mail Message, Maximum
Length field. The system default is 1200
seconds. (This size is sufficient to contain a
9.6 MB email message. See Internet
Messaging Planning for other suggested values.)
- Check
the
Mailbox Size, Maximum Length
field. The system default is 8400 seconds. (This
size provides 67.2 MB for storage of each subscriber's
voice, fax, text (email) and binary attachments.
See Internet Messaging
Planning for other suggested values.)
- When
you finish entering COS information, click Save to update the information in the system
database.
All
subscribers who belong to this COS are now enabled
for email integration. Be sure that your subscribers
have sufficient training and instructional material
to take full advantage of this additional functionality.
See Notifying Subscribers
of Email Capability and Setup for guidelines
and more information.
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Note:
If, after time, you find that your
system disk space is running low, consider
purchasing additional mailboxes or disk
space.
As an alternative to purchasing
more disk space, you might consider reducing
the number of days that messages are retained
in subscribers' mailboxes. To do so, change
the values in the Retention Time
fields. Make this change only after careful
consideration, and give subscribers advance
notice. |
Defining Remote Email Users
If your subscribers will be frequently
sending messages to email users, you can permanently define the email
addresses of those email recipients in the local messaging software. This
way, your subscribers can address messages to these email users using
their telephones, and can add them to their personal directories.
Before starting this procedure, you need to know the name of the trusted server to which the remote user is to be added, and the proper format for the email address.
To see a listing of all trusted servers on your system, select Trusted Servers under Server Administration.
To see the proper format for email addresses on that server, select Remote Text Addresses under Reports.
To define a remote email user to the messaging software:
- Go to the Messaging Administration main menu and select under Messaging Administration:
- The system displays the Manage Subscribers page.
- Click Manage for a Remote Machine.
- Click the Add a remote Subscriber button.
The system displays the
Add a Remote Subscriber page.
- Type the email
user's name in the
Subscriber Name: field and press the
TAB key.
|
Note: The name of
any remote-subscriber that contains an embedded space, such
as the name Jane Doe, must be put in quotation marks,
that is "Jane Doe". |
- Enter the remote
text address for the email system in the proper format (for example,
[email protected]) in the
Text Address: field and
press the TAB key.
|
Note: Your email
administrator should be able to give you this address. |
- If you are using
community IDs to define sending communities, enter the 1-digit to
15-digit number in the
Community ID: field and press
the TAB key. This ID number should match that of the trusted server.
For information on sending communities, see Setting
Up Community Sending Restrictions.
- Click Save to update the information in the system database.
Retaining Non-administered Remote Email User Information
A messaging email user can send a message
to a messaging mailbox as long as the message is addressed to the messaging
subscriber's extension. The messaging software receives the message and retains the email address of the non-administered
remote sender. This information is retained by the system for the length
of time specified on Non-Admin Remote Subs page.
The advantage of the system retaining this information is that a messaging subscriber who receives a message from a non-administered remote email user can reply to that message without having to re-address it. Messaging software subscribers can also add a non-administered remote email user to mailing lists.
To administer the retention time for non-administered remote email addresses:
- Go to the Messaging Administration main menu and select under Messaging Administration:
- The system displays the Non-Administered Remote Subscriber Options page.
- Complete the fields on this screen using the information in the table for Field Definitions: Non-Administered Remote Subscriber Options page.
- Click Update Options.
Notifying Subscribers
of Email Capability and Setup
After Internet Messaging is activated, administered, and functioning properly, you can tell your subscribers how to use the new feature. This section contains draft text that you can copy, paste, and modify to create an educational email for your subscribers.
To create an email to notify subscribers of email capability:
- View this documentation file with a web browser.
- Select and copy the
Courier font text in this section, starting with Internet Messaging overview.
- Click in a blank email message and paste the text.
- Read the template text and look for text that is written inside the square brackets ([ ]).
- Decide how you will address the issues marked with square brackets and change the text to meet the needs of your subscribers. This text must be changed to include information that is appropriate for your site.
- Delete any topics that do not apply to your company's communication strategy.
- Add any information your subscribers might need to use Internet Messaging effectively.
- Send the email to any subscribers that have email capability.
Internet Messaging overview
You can now send voice messages in an email over the Internet!
Recently, your system administrator installed Internet
Messaging for Communication Manager Messaging.
This means you can now use the voice mail messaging software to send and receive electronic
mail [to and from the Internet]. Internet Messaging works with many commercial email programs. You can also
send a voice attachment that the message recipient can hear.
In this message we explain how to: [delete lines below
as necessary]
* address messages from Message Manager to the
Internet
* address messages from other email programs to the Internet
* address messages from an Internet address to a Communication Manager Messaging mailbox
* view a fax that was sent from Message Manager
to a POP3 or IMAP4 email user
* configure your POP3 or IMAP4 email program to access a Communication Manager Messaging mailbox
Keep this message so you can refer to the instructions
later.
Addressing from Message Manager to an Internet email address
How do I address a message from Message Manager
to an Internet mail recipient ?
If you know the Internet address of the recipient, you
can use this addressing scheme:
[email protected]
where "handle" is the person's email name and "host.domain"
is the Internet address for their email server. This is the regular
email addressing scheme you have used with other email programs.
For example, you could send an email message to John Doe
at the Friendly Company at this address:
[email protected]
If an internet email user sent you a message, their address
is in the "From:" field.
Addressing from another email program through Communication Manager Messaging to an Internet email address
How do I address in my email program through the messaging software to an Internet email address?
You can use any POP3 or IMAP4 compliant email program to access
your messages with Communication Manager Messaging. Most commercially-available programs
comply with this protocol. Addressing is the same as through other email
servers.
If you know the Internet address of the recipient, you
can use this addressing scheme:
[email protected]
where "handle" is the person's email name and "host.domain"
is the Internet address for their email server. For example, you could
send an email message to John Doe at the Friendly Company at this address:
[email protected]
If an internet email user sent you a message, their address
is in the "From:" field.
Addressing from an Internet email address to a Communication Manager Messaging mailbox
How does an Internet email user address messages to my
Communication Manager Messaging mailbox?
The email address for your Communication Manager Messaging mailbox is:
extension@[host.domain]
[ or firstname.lastname@[host.domain] ]
[ or the email address administered on the subscriber's form ]
"extension" is your [3 to 10]-digit extension number.
[host.domain] is the Internet address of your Communication Manager Messaging server.
When you send email from the Communication Manager Messaging system, the system default
of [email protected] is used as your return address.
[Two other schemes are available. You can use your
first name, a period, your last name, then @[host.domain]. Or, you can
use the character "+", then your full phone number using "." or "-"
separators, then @[host.domain]. However, the "extension@" form is the
primary address for your mailbox.]
Configuring [your company's POP3 email program] to access
the Communication Manager Messaging mailbox:
How do I use [POP3 email program] to access my Communication Manager Messaging mailbox?
Instead of using Message Manager or the Telephone
User Interface (TUI), you can now check your messages using [POP3 email
program].
NOTE: If [POP3 email program] does not have a "Leave messages
on server" option, it is NOT RECOMMENDED for retrieving messages from
your Communication Manager Messaging mailbox.
Follow these steps under the [menu option or tab settings,
customize for your site's POP3 email program]:
1. Change the POP3 user name to [3 to 10]-digit
extension [or to extension/nomove, for example 56789/nomove].
* If user name is extension, each time [POP3 email
program] accesses your Communication Manager Messaging mailbox, all "new" messages are
moved to the "old" category and the message waiting lamp is turned off.
*If user name is extension/nomove, new messages
remain as "new" (and the message waiting lamp stays on) until
the user moves them from the "new" category to "old"
or to a personal directory. A user could accomplish such a move
by using the telephone user interface (TUI) or Message Manager.
2. Change the [outgoing mail or SMTP] server to [host.domain].
3. Change the [incoming mail or POP3] server to [host.domain].
4. Select the ["Leave messages on server" or your program's
similar] option.
[5. Set the "Reply to:" or "email address" field
to [email protected].]
5. Set the ["check for new messages"] to [10 minutes
or greater].
6. To retrieve messages, click the ["Get Mail"] option.
7. Enter your Communication Manager Messaging mailbox password at the prompt.
8. Process outgoing and incoming email messages.
To use Internet Messaging:
* Voice components of Communication Manager Messaging messages appear as
.LVP attachments.
* Record a voice component with Communication Manager Messaging, then
attach the new file to the outgoing message.
* Fax components of Communication Manager Messaging messages appear as .TIF
attachments. Use an appropriate graphics viewer to see these components.
Configuring [your company's IMAP4 email program] to access
the Communication Manager Messaging mailbox:
How do I use [IMAP4 email program] to access my Communication Manager Messaging mailbox?
Instead of using Message Manager or the Telephone
User Interface (TUI), you can now check your messages using [IMAP4 email
program].
Follow these steps under the [menu option or tab settings,
customize for your site's IMAP4 email program]:
1. Change the IMAP4 user name to [3 to 10]-digit
extension.
2. Change the [outgoing mail or SMTP] server to [host.domain].
3. Change the [incoming mail or IMAP4] server to [host.domain].
4. Set the ["Reply to:" or "email address" field
to [email protected].]
5. Set the [check for new messages] to [10 minutes
or greater].
[6. Use "Idle" if it is supported by the client.]
7. Check your options for [When I delete a message:] under [Server Settings]. Select one of the following options:
[- Mark it as deleted]
[- Remove it immediately]
Do NOT select the [Move it to the Trash Folder] option. IMAP4 messages remain on the server. You cannot create a Trash folder for deleted messages.
8. To retrieve messages, click the [Get Mail] option.
9. Enter your Communication Manager Messaging mailbox password at the prompt.
10. Process outgoing and incoming email messages.
The message waiting lamp turns off after the message is read. Messages that are marked for deletion remain in the INBOX folder until they are [purged].
To use Internet Messaging:
* Voice components of Communication Manager Messaging messages appear as
G711 wave file attachments.
* Record a voice component with Communication Manager Messaging, then
attach the new file to the outgoing message.
* Fax components of Communication Manager Messaging messages appear as .TIF
attachments. Use an appropriate graphics viewer to see these components.
Preventive Maintenance and Troubleshooting
This section describes how to check for system alarms relating
to email and how to locate troubleshooting information.
Checking the Alarm Log
The alarm log contains descriptions of all significant problems detected by the system. The alarm log contains active alarms and resolved alarms; that is, alarms that are corrected either automatically or by repair procedures. This log should be checked on a daily basis.
To check the alarm log for Internet Messaging problems:
- Follow
the steps in Reports to display the alarm log.
- Check the
Resource Type column for Server alarms.
Checking the Trusted-Server Profile
To check the status of a machine that has generated an alarm or to verify information about a trusted server:
- Start at the Messaging Administration main menu, under Server Administration, select ct .
The system displays the Manage Trusted Servers page.
- Click the Display Report of Trusted Servers button.
The system displays the Report of Trusted Servers screen.
View profile of all the trusted servers.
Troubleshooting Email
The Internet Messaging application
contains an extensive troubleshooting section. For troubleshooting information,
access the online help from the Internet Messaging web administration
pages.
