using avaya aura messaging web access

Using Avaya Aura® Messaging WebAccess

Release 6.3.1Issue 4

July 2014

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Contents

Chapter 1: Getting started........................................................................................................ 5Avaya Aura® Messaging Web Access....................................................................................... 5Requirements ........................................................................................................................ 5Logging in to Messaging Web Access....................................................................................... 6

Welcome field description.................................................................................................. 7Avaya Aura® Messaging Web Access Messages view.......................................................... 7

Playback devices.................................................................................................................... 9Changing the default playback device ................................................................................ 9

Logging out of Messaging Web Access................................................................................... 10Chapter 2: Working with messages...................................................................................... 11

Managing messages.............................................................................................................. 11Listening to a message.................................................................................................... 11Replying to a message.................................................................................................... 13Forwarding a message.................................................................................................... 16Composing a new message............................................................................................. 19Deleting a message......................................................................................................... 21Changing the status of a message.................................................................................... 21Changing the subject of a message.................................................................................. 22Calling the sender of a message....................................................................................... 22

Chapter 3: Customizing Messaging Web Access................................................................ 24About User Preferences......................................................................................................... 24Customizing User Preferences............................................................................................... 24

4 Using Avaya Aura® Messaging Web Access July 2014Comments? [email protected]

mailto:[email protected]?subject=Using Avaya Aura® Messaging Web Access

Chapter 1: Getting started

Avaya Aura® Messaging Web AccessAvaya Aura® Messaging Web Access is a secure web client to access and manage voice mailmessages in your Messaging mailbox. Using Messaging Web Access, you can perform the followingfunctions:

• Play voice messages on a telephone or personal computer.

• Record and send voice messages from a telephone or computer.

Note:

To play, record, and send voice messages through your computer, you need a headset ora microphone and speakers.

• Forward voice messages.

• Reply to voice messages.

• Call the sender of a voice message.

• Delete voice messages.

• Record, change, and manage your greetings.

• Change the status and subject of a voice message.

• Edit your mailbox account settings.

Because Messaging Web Access is a secure web client, you cannot:

• Capture and save a copy of a voice message to a file on your computer.

• Send or forward voice messages to local or remote subscribers outside the Messaging system.

• Send or forward voice messages to email addresses.

RequirementsYou must get the following:

• An account or mailbox on Messaging 6.3 FP1 or later

July 2014 Using Avaya Aura® Messaging Web Access 5Comments? [email protected]


• A personal computer with one of the following operating systems:

- Microsoft® Windows® 7 or later

- Apple Mac OS X 10.7 or later

• One of the following web browsers:

- Microsoft® Windows® Internet Explorer 9 or later

- Mozilla Firefox 30 or later

- Google Chrome 35 or later

- Apple Safari 6 or later

• Adobe Flash Player 14 or later

• A headset or a microphone and speakers for playing and recording voice messages from yourcomputer.

Logging in to Messaging Web AccessBefore you begin

• Ensure that your computer meets the Messaging Web Access requirements. For moreinformation, see Requirements on page 5.

• Get the URL for Messaging Web Access from the system administrator.• Get the mailbox and password of your Messaging account.• Initialize your mailbox using a phone. For more information, see Using Avaya Aura® Messaging

on the Avaya Support website: http://support.avaya.com.

Note:• To use Messaging Web Access, the system administrator must enable Messaging Web

Access for your mailbox.• If you are unable to gain access to the URL for Messaging Web Access, contact the

system administrator.

Important:• You must not log in to your Messaging account simultaneously with Messaging Web

Access and the telephone user interface (TUI).• You can log in to Messaging Web Access when the Messaging storage server is offline,

but cannot send or receive messages.

Procedure1. Using any of the supported operating systems and browsers, go to the Messaging Web

Access address provided by your Messaging system administrator.

The system displays the Welcome dialog box.

Getting started


HTTP://SUPPORT.AVAYA.COM/


2. In the Mailbox field, type your mailbox number.

3. In the Password box field, type your password.

4. If you want to log in to Messaging Web Access without entering your mailbox number andpassword for the next 8 hours, select Remember me.

Note:

• To use the Remember me option, the system administrator must enable the optionfor your mailbox.

• The system administrator can change the number of hours after which the MessagingWeb Access session expires. The default number of hours is 8 hours.

5. Click Log in.

The system displays the Avaya Aura® Messaging Web Access Messages page.

Welcome field descriptionName DescriptionMailbox The Messaging mailbox number is your Messaging telephone number.Password The Messaging password.Remember me The system remembers your Messaging Web Access login credentials for

the next 8 hours.

Avaya Aura® Messaging Web Access Messages viewUse this page to view and manage your voice messages.

After logging into Messaging Web Access, for every voice message you receive, the systemdisplays a notification at the bottom of the Messages page.

Note:Microsoft® Windows® Internet Explorer 9 does not display the new message notifications if theMessaging Web Access browser is inactive.

The top of the page displays one of the following connection status of Messaging Web Access.

• Connected: Indicates that Messaging Web Access can connect to the Messaging systemnotification server and is receiving updates from the Messaging system.

• Disconnected: Indicates that Messaging Web Access cannot gain access to the Messagingsystem notification service.

Important:You can not receive or send messages in Disconnected state.

Logging in to Messaging Web Access



Note:Messaging Web Access tries to gain access to the Messaging system notification serverevery 60 seconds until it connects successfully. If Messaging Web Access cannot gainaccess to the Messaging system notification server for an extended time, contact yoursystem administrator.

Messages field descriptionName DescriptionFrom The name of the sender of a voice message. Sorts the messages by

sender in ascending or descending order.Subject The information about a voice message. For example, this field displays

the name and telephone number of the sender of a message. Sorts themessages by subject in ascending or descending order.

Received The date and time of reception of a voice message. Sorts the messages bydate and time in ascending or descending order.

Duration The duration of a voice message including all attachments. Sorts themessages by duration in ascending or descending order.

Icon description

Icon Name DescriptionFlag The voice message tags are, Broadcast, Private ( ),

or Important ( ).

Sorts the messages based on tagged or untagged.Delete Deletes a voice message.

Button description

Name DescriptionMessages Displays the Messaging Web Access Messages page and a list of voice

messages.Preferences Displays the Avaya Aura® Messaging User Preferences page to customize

the settings of your Messaging account.Compose Records a new voice message to send to the appropriate people.Reply Records and sends a reply voice message to the sender of a voice

message.Reply all Records and sends a reply voice message to all addressees of a voice

message.Forward Forwards a voice message to other people. You can also record and send

a new message with a forwarded message.Play message Plays a voice message. You can specify whether you want to play a

message using computer or telephone.Call sender Calls the sender of a voice message.

Getting started



Playback devicesMessaging Web Access plays a voice message on a personal computer or on a telephone. You canselect your playback device while performing any of the following functions :

• Composing a new message.• Playing a message.• Forwarding a message.• Replying a message.

The available playback options are:• Play/record through desktop: Messaging Web Access plays all your voice messages on your

desktop. Play/record through desktop is the recommended option to gain access to allMessaging Web Access functions and for the better user experience.

• Play/record through telephone: Messaging Web Access plays all your voice messages onyour phone. Depending on the function you perform, the system displays the following dialogboxes with the User Preference configuration for your Messaging account:- Play on Phone- Voice Reply- Voice Forward- Voice Compose- Call Sender

The dialog boxes prompt you to specify your telephone number.

To prevent the display of the dialog boxes, select the Always use this phone option on theGeneral tab in User Preferences.

When using the telephone as your default playback device, you must log in to your Messagingmailbox using the telephone user interface (TUI).

Changing the default playback deviceAbout this taskYou can change the default playback device from any of the following buttons on the Messagespage.

• Play message• Reply• Reply all• Forward• Compose

Playback devices



Procedure1. On the Messages page, select a voice message and then click the appropriate button.

Alternatively, you can right-click the voice message and select the function from the menu.

Based on the button you click to perform a function, the system displays a dialog box, whereyou can select your default device.

2. Click the Communication type icon at the top of the dialog box.

The system displays the following options:

• Play/record through telephone

• Play/record through desktop

3. Select the playback device you prefer.

The system changes the Communication type icon based on your selection.

Logging out of Messaging Web AccessProcedure

At the top of the Avaya Aura® Messaging Web Access window, click Log out.

Getting started



Chapter 2: Working with messages

Managing messagesOn the Messages webpage you can perform any of the following functions:

• Listen to a voice message through your personal computer or a telephone.• Forward a voice message to other Messaging users.• Reply to the sender or all Messaging users to whom the selected voice message is addressed.• Delete a voice message.• Call the sender of a voice message.

Note:• After selecting a message you can play, replay, forward, delete, or call the sender of that

message.• You must have a voice message from a Messaging user in your mailbox before you can

play, replay, forward, delete, or call the sender of that message.

Listening to a messageBefore you beginYou must have a voice message from a Messaging user in your mailbox.

Procedure1. On the Messages page, click the voice message that you want to play, and then click Play

message.

Alternatively, you can perform any of the following steps:

• Right-click the voice message that you want to play, and click Play message from thepop-up menu.

• Double-click the voice message that you want to play.

The system displays the Play message dialog box, and your default device.

2. Depending on the Communication type, Messaging performs one of the following tasks.

• Plays the message on computer.

• The system displays Play on Phone dialog box.



3. In the Play on Phone dialog box, click Call.

To play voice messages on a telephone, you must specify the appropriate telephonenumber.

Messaging calls your phone.

4. When your telephone rings, lift the receiver and log in to your mailbox.

Messaging plays the message.

Important:

After listening to the message and hanging up the receiver, you must close the Play onPhone and Play message dialog boxes.

Preserving a messageAbout this taskUse this procedure to restart the retention timer and preserve a message before Messagingautomatically deletes the message.

Procedure1. In the Play message dialog box, click More options.

The system displays the following options:

• Call sender

• Preserve

2. Click Preserve.

The system retains the message by restarting the retention timer.

Play message field descriptionName DescriptionReceived The date and time when you received the selected voice message.From The name of the person who sent the selected voice message.To The name of the receiver of the voice message.Subject The subject of this voice message. You can change the subject information

for any message, except broadcast messages and delivery statusnotifications.

Button description

Button Name DescriptionMessage play slider Plays the part of a message that you select using the

slider. You can move the slider right or left to play anearlier or a later part of a message.

Play Plays a voice message.

Working with messages



Button Name DescriptionPause Pauses the voice message that you are playing.

Stop Stops playing the voice message.

Volume control slider Increases or decreases the volume of the playingmessage.

Icon description

Icon Name DescriptionNumber of recordings If a voice message has multiple recordings, the

number of recordings displays at the top of the dialogbox. You can click the left arrow or the right arrow toselect the message that you want to play.

Delete Deletes a voice message.

Reply Records and sends a reply to the person who sentyou the selected voice message.

Reply all Records and sends a reply to all Messaging usersaddressed on a voice message.

Forward Forwards the selected voice message to otherMessaging users. You can also record and send anew message with the forwarded message.

More options Displays the following options:

• Call sender: Calls the sender of the voicemessage.

• Preserve: Restarts the retention timer andpreserves a message before Messagingautomatically deletes the message.

or

Communication type Specifies the device to record and listen to the voicemessage. The options are:



The system displays the icon corresponding to yourselection.

Replying to a messageReplying to a message using a personal computer

Procedure1. On the Messages page, click a voice message.

2. Select either Reply or Reply all.

Managing messages




The system displays the RE: dialog box.

3. Click Start recording to record a voice message. Alternatively, you can click Re-record to re-record your voice message.

You can perform the following tasks:

• Click High importance to set the priority status of a voice message.

• Click Private to set the privacy status of a voice message.

4. Click Send.

Replying to a message using a telephoneProcedure

1. On the Messages page, click a voice message.

2. Select either Reply or Reply all.


The system displays the RE: dialog box.

3. Click Call.

Messaging displays the Voice Reply dialog box.

4. Click Call.

Messaging calls your telephone.

5. When your telephone rings, lift the receiver and log in to your mailbox. Use the appropriateTUI commands to perform the following tasks:

• Record your voice message using the telephone user interface (TUI).

• Re-record your voice message.

• Select the recipients for your voice message.

• Set the priority status of the voice message.

• Set the voice message as private.

6. Send the message using the appropriate TUI command.

Important:

After sending the message and hanging up the receiver, you must close the Voice Replyand RE: dialog boxes.

Reply field descriptionName DescriptionTo The name or mailbox number of the person to whom you want to send the

voice message. By default, this field displays the name of the sender.




Name DescriptionYou can remove a person from the To list by clicking X for that person.

Subject The subject of the voice message. You can change the subject of a voicemessage.

High importance The priority status of a voice message. You can assign High importanceas the priority status of a voice message.

Private The privacy status of a voice message. You can mark the voice messageas private.

Send Sends the recorded voice message to the specified person.

Icon description

Icon Name Description

or




The system displays the icons corresponding to yourselection.

Add recipient Adds recipients. The system displays the Choose aContact dialog box. You can select a contact fromthe Enterprise contacts or Personal distribution list.

Start recording Records a voice message through your personalcomputer.

The system displays Adobe Flash Player Settingsdialog box and prompts you to confirm that you areusing microphone. In the Adobe Flash PlayerSettings dialog box, click Allow. Speak your voicemessage into your microphone. When you finish,click Stop or remain quiet. The recording stops after4 seconds of silence. After the recording stops, thesystem plays your voice message.

Stop recording Stops recording your voice message.

Button description

Button Name DescriptionMessage play slider Plays the part of a message that you select to play.

You can move the slider right or left to play an earlieror a later part of a message.

Re-record Re-records your voice message.Play Plays the voice message you recorded.

Pause Pauses the voice message you are playing.

Managing messages



Button Name DescriptionStop Stops playing the voice message.

Forwarding a messageForwarding a message using a personal computer

About this taskYou cannot forward private messages.

Procedure1. On the Messages page, select a message and then click Forward. Alternatively, you can

right-click the message that you want to forward and click Forward.

The system displays the FW: dialog box.

2. Type the name or the extension of the person to whom you want to forward the message,and click Add recipient.

The system displays the Choose a Contact dialog box.

3. Select the contact, and click OK.



• Click High importance to set the priority status of the voice message.• Click Private to set the privacy status of the voice message.

5. Click Send.

Forwarding a message using a telephoneAbout this taskYou cannot forward private messages.

Procedure1. On the Messages page, select a message and then click Forward. Alternatively, you can

right-click the message that you want to forward, and click Forward.

The system displays the FW: dialog box.

2. Click Call.

Messaging displays the Voice Forward dialog box.

3. Click Call.






• Record your voice message using the telephone user interface (TUI).

• Re-record your voice message.

• Select the recipients for your voice message.

• Set the priority status of the voice message.

• Set the voice message as private.


Important:

After sending the message and hanging up the receiver, you must close the VoiceForward and FW: dialog boxes.

Forward page descriptionName DescriptionTo The name or mailbox number of the person to whom you want to send the

voice message. By default, this field displays the name of the sender.

You can remove a person from the To list by clicking X for that person.Subject The subject of this voice message. You can change the subject of a voice

message.High importance The priority status of the voice message. You can assign High importance

as the priority status of a voice message.Private The privacy status of a voice message. You can assign a voice message

with Private status.Send Sends the recorded voice message to the specified person.

Icon description


or

Communication type Specifies the device to record and send the voicemessage. The options are:




Add recipient Add recipients. The system displays the Choose aContact dialog box. You can select a contact fromthe Enterprise contacts or Personal distribution list.

Start recording Records a voice message through a personalcomputer.

Managing messages



Icon Name DescriptionThe system displays Adobe Flash Player Settingsdialog box and prompts you to confirm that you areusing microphone. In the Adobe Flash PlayerSettings dialog box, click Allow. Speak your voicemessage into your microphone. When you finish,click Stop or remain quiet. The recording stops after4 seconds of silence. After the recording stops, thesystem plays your voice message.


Button description



Re-record Re-records your message.Play Plays the message you recorded.

Pause Pauses the message you are playing.


Choose a Contact field descriptionName DescriptionContact The name or telephone number of the contact that you want to find.View The search locations. The options are:

• Enterprise contacts

• Personal distribution listFirst name The first name of the contact that matches your search criteria.Last name The last name of the contact that matches your search criteria.Display name The display name of the contact that matches your search criteria.Mailbox The mailbox number of the contact that matches your search criteria.TO The name and the mailbox number of the selected contact. This contact is

the receiver of the voice message.

Icon description

Icon Name DescriptionSearch Searches for the information specified in the Contact

box.




Composing a new messageComposing a new message using a personal computer

Procedure1. On the Messages page, click Compose.

The system displays the Compose New Message dialog box.

2. Type the name or the extension of the person to whom you want to send the message, andclick Add recipient.

The system displays the Choose a Contact dialog box.

3. Select the contact, and click OK.



• Type a subject of the voice message in the Subject field.• Click High importance to set the priority status of the voice message.• Click Private to set the privacy status of the voice message.

5. Click Send.

Composing a new message using a telephoneProcedure

1. On the Messages page, click Compose.

The system displays the Compose New Message dialog box.

2. Click Call.

Messaging displays the Voice Compose dialog box.

3. Click Call.



• Record your voice message using the telephone user interface (TUI).• Re-record your voice message.

• Select the recipients for your voice message.• Set the priority status of the voice message.• Set the voice message as private.


Managing messages



Important:

After sending the message and hanging up the receiver, you must close the VoiceCompose and Compose New Message dialog boxes.

Compose New Message page descriptionName DescriptionTo The name or mailbox number of the person to whom you want to send the

voice message.

You can remove a person from the To list by clicking X for that person.Subject The subject of the voice message. You can change the subject of a voice

message.

High importance The priority status of the voice message. You can assign High importanceas the priority status of a voice message.

Private The privacy status of the voice message. You can mark the voice messageas private.

Send Sends the recorded voice message to the specified person.

Icon description


or





Add recipient Adds recipients. The system displays the Choose aContact dialog box. You can select a contact fromthe Enterprise contacts or Personal distribution list.

Start recording Records a voice message through your personalcomputer.

The system displays Adobe Flash Player Settingsdialog box and prompts you to confirm that you areusing microphone. In the Adobe Flash PlayerSettings dialog box, click Allow. Speak your voicemessage into your microphone. When you finish,click Stop or remain quiet. The recording stops after4 seconds of silence. After the recording stops, thesystem plays your voice message.


Button description






Re-record Re-records your voice message.Play Plays the voice message you recorded.

Pause Pauses the voice message you are playing.


Deleting a messageProcedure

On the Messages page, perform one of the following steps:

• Click Delete associated with the message that you want to delete.• Click the voice message that you want to delete, and then click Delete or press the

Delete key on the keyboard.• Right-click the voice message that you want to delete, and click Delete.• Double-click the voice message that you want to delete. The system opens the Play

message dialog box. Click Delete .

The system deletes the selected voice messages from your mailbox.

Deleting multiple messagesProcedure

On the Messages page, press and hold the Control key on the keyboard, and click eachvoice message that you want to delete. When you finish selecting the voice messages,perform one of the following steps:

• Click Delete or press the Delete key on the keyboard.• Right-click one of the selected voice messages, and click Delete.

The system deletes the selected voice messages from your mailbox.

Changing the status of a messageAbout this taskUse this procedure to change the status of a voice message in your mailbox. Each voice messagein your mailbox has a status of played or unplayed. When you receive a new voice message,Messaging Web Access displays the information for that message in bold font. The bold fontindicates that you have not yet listened to or played this message. The status of this voice messageis unplayed. After you play the voice message, the status of this message then changes to played.

Managing messages



Procedure1. On the Messages page, right-click the voice message whose status you want to change .

2. From the pop-up menu, select the appropriate status option. The options are:

• Mark as unplayed

• Mark as played

Changing the subject of a messageProcedure

1. On the Messages page, right-click the voice message.

2. From the pop-up menu, click Edit subject.

The system displays the Change subject dialog box.

3. In the Change to field, specify the new subject.

4. Click Save.

Calling the sender of a messageProcedure

1. On the Messages page, select a voice message, and then click Call sender.

Alternatively, you can perform any of the following tasks:

• Right-click the voice message, and then click Call sender from the pop-up menu.

• Double-click the voice message. The system opens the Play message dialog box. Click More options, and then click Call sender from the list.

Messaging displays the Call Sender dialog box.

2. Complete the phone details, and click Call.


3. When your telephone rings, lift the receiver and log in to your mailbox.

Messaging calls the voice message sender.

Note:

While listening to a voice message on Messaging Web Access on your desktop if youclick Call Sender, the message continues to play even as Messaging calls the sender.To stop the voice message, press Stop or Pause. Or you can wait for the voicemessage to finish playing.




Important:

After calling the sender and hanging up the receiver, you must close the Call Senderdialog box.

Managing messages



Chapter 3: Customizing Messaging WebAccess

About User PreferencesUser Preferences is a web-based tool to customize settings for Messaging.

Note:

Some of these features may not be available in your organization. For details, contact youradministrator.

Customizing User PreferencesAbout this taskUse this procedure to change your mailbox account preferences.

You can configure options for various Messaging features through the User Preferences webpage.For more information, see Using Avaya Aura® Messaging on the Avaya Support website: http://support.avaya.com.

Procedure1. At the top of the Messaging Web Access window, click Preferences.

The system displays the User Preferences page.

2. Set your preferences in User Preferences. For more information, click Help at the top of theUser Preferences page.





Index

Ccalling the sender of a message .......................................... 22changing

User Preferences ..........................................................24changing the status of messages ........................................ 21changing the subject of messages ...................................... 22Choose a Contact dialog box

field descriptions ...........................................................18Compose New Message dialog box

field descriptions ...........................................................20composing new messages .................................................. 19

Ddeleting messages ...............................................................21deleting multiple messages ................................................. 21

FForward dialog box

field descriptions ...........................................................17forwarding messages ...........................................................16

Llistening to messages .......................................................... 11logging in ............................................................................... 6logging out ........................................................................... 10

MMessaging Web Access

calling back a sender ....................................................22changing the status of messages ................................. 21changing the subject of messages ............................... 22composing new messages ........................................... 19deleting messages ........................................................21forwarding messages ................................................... 16listening to messages ................................................... 11logging in ........................................................................ 6logging out .................................................................... 10main page .......................................................................8playing messages .........................................................11replying to messages ..............................................13, 14

Messaging Web Access Messages ....................................... 7Messaging Web Access Play Message ...............................11Messaging Web Access using computer

replying to messages ..............................................13, 14

PPlayback devices ................................................................... 9playing messages ................................................................ 11Play message dialog box

field descriptions ...........................................................12Preserving message ............................................................ 12

RReply dialog box

field descriptions ...........................................................14replying to messages ...........................................................14Requirement .......................................................................... 5

SSelecting default playback device, telephone or computer ....9

Uuser preferences ..................................................................24User Preferences

changing ....................................................................... 24

WWeb Access

overview ......................................................................... 5Welcome dialog box

field descriptions .............................................................7



using avaya aura messaging web access

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