INTERNET VOICE MAIL FOR MACINTOSH

Online User Manual

Table Of Contents

INTRODUCTION

     Introducing Internet Voice Mail

     Advantages of Internet Voice Mail

INSTALLING INTERNET VOICE MAIL

     Minimum System Requirements

     Installation

     Entering your Personal Information

     Running Internet Voice Mail

     Registration

USING INTERNET VOICE MAIL

     The Internet Voice Mail Window

     Sending Voice Mail

     Retrieving a Voice Mail Message

EXPLORING INTERNET VOICE MAIL

     The Address Book

     Setting Your Options

     On-Line Help

     Technical Support

THE VOICE MAIL PLAYER

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Introduction

Introducing Internet Voice Mail

 [Image]  With VocalTec's Internet Voice Mail you can send voice mail over
          the Internet to any Macintosh or Windows user with a valid e-mail
address. Internet Voice Mail works with your e-mail application, enhancing
its existing capabilities by adding voice. Now you can save time by speaking
instead of typing long messages.

Internet Voice Mail goes beyond voice to include graphics, data and text.
You can add text messages and various file attachments to complement your
voice mail. All these features are displayed in one window on the user
interface and are carried out by simple point-and-click mouse commands.

Internet Voice Mail adds the exciting dimension of voice to your e-mail and
Internet use, allowing you to communicate easily and quickly.

Advantages of Internet Voice Mail

Ease of use

Internet Voice Mail is as easy to use as e-mail, but faster and more natural
than typing. Simply type an e-mail address, record your message and send it.
Your friend will soon hear your voice, even on the other side of the world.

Lets you communicate with Internet users from all over the world

Since Internet Voice Mail sends voice messages to an e-mail address, any
Macintosh or Windows user connected to the Internet can listen to your
messages. Plus, the Internet Voice Mail includes a free Voice Mail Player
for both Macintosh and Windows computers. Send this player to your e-mail
partners who do not have Internet Voice Mail, and they can listen to your
messages too.

Compatible with major e-mail applications

Internet Voice Mail is compatible with most major e-mail applications. Start
using Internet Voice Mail with your existing e-mail program.

High quality for a low cost

Like e-mail, Internet Voice Mail allows you to send an unlimited number of
messages around the world for the cost of an Internet connection. When your
voice message is played, it will be heard with the high audio quality that
VocalTec is known for.

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Installing Internet Voice Mail

Minimum System Requirements

Before starting, let's make sure your system meets the requirements needed
to start Internet Voice Mail.

To use Internet Voice Mail, you will need:

   * 68030, 68040 or PowerPC-based Macintosh computer
   * MacOS 7.1 or higher
   * 8MB RAM
   * Internet connection (Modem or Direct)
   * E-mail program
   * Microphone
   * Sound Manager 3 or later
   * QuickTime 2 or later

Installation

   * From a CD:
       1. Insert the CD into the CD-ROM drive.
       2. A window automatically pops up on the Desktop.
       3. Double-click on the Internet Voice Mail icon.
       4. Follow the setup instructions.
   * From our Web site:
       1. Download Internet Voice Mail for Macintosh from our Web site.
       2. Wait until the file is successfully downloaded into your desktop.
       3. To install Internet Voice Mail, you need to have Stuffit Expander
          installed in your computer.
       4. If you have previously installed Stuffit Expander, it will
          automatically open, and create Internet Voice Mail folder in your
          desktop.

Entering your Personal Information

Upon first launch, a Voice Mail Preferences dialog opens and you are asked
to enter your personal information. This includes typing your name and
e-mail address to identify yourself to other users, and your mail server.

To enter your personal information

   * Type your personal information into the dialog box and verify that you
     have a valid e-mail address, then click OK.

The mail server address is required since it enables Internet Voice Mail to
provide mail functions such as sending voice mail and e-mail. If you do not
know your mail server host address consult your system administrator or your
Internet service provider.

Tip You can return to the Preferences dialog box later if you decide to
update your information. To do this, choose Preferences from the Edit menu.

Running Internet Voice Mail

After completing the setup, you can run the Internet Voice Mail software. In
order to send and receive mail you must connect to the Internet via either a
direct Internet connection or via a modem. If you are using a modem, make
sure it is working and properly connected to the Internet.

To start Internet Voice Mail

  1. Switch to the Macintosh Hard Drive window.
  2. Open the folder that contains the Internet Voice Mail application.
  3. Do one of the following:
        o Double-click the Internet Voice Mail icon. [Image]
        o Select the Internet Voice Mail icon and choose Open from the File
          menu.

To quit Internet Voice Mail, choose Quit from the File menu.

Registration

Before starting to use Internet Voice Mail, you must first complete the
registration process. Otherwise, the program will run as a demo application,
allowing you to send only 10 voice mail messages. The registration code is a
unique code that identifies you as a registered Internet Voice Mail user and
must not be copied to others.

To register

  1. Choose RegisterÉ from the Apple menu.
  2. The Registration dialog box appears.
  3. Accurately type in your personal details.
  4. Copy the registration code from the CD-ROM jacket into the text box at
     the bottom of the dialog box.
  5. Click Register to confirm your registration.

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Using Internet Voice Mail

The Internet Voice Mail Window

  [Image] When you open Internet Voice Mail, you see the following panels:

 The Address Panel is where you enter the information Internet Voice Mail
 needs to send your mail to the right people. Type e-mail addresses in the
 To:, cc: and bcc: text boxes, or click these buttons to open your
 personalized address book and access frequently used addresses. You can
 title your message in the Subject text box.

 The Voice Panel enables you to record voice mail with the Tape Recorder
 Controls, and indicates the audio level and length of your recorded
 message.

 The File Attachment Panel is where you can attach and remove files to
 transfer to the other party. The Attach button opens a dialog box where
 you can choose to attach and remove files. Each time you add a file the
 total number and size of files is displayed on the right side of the
 panel.

 The Text Panel provides space for your text messages. Click on the text
 box and type as you would a regular e-mail message. Use the scroll bar to
 scroll text.

 The message line at the bottom of the window displays information about
 the current voice mail session. Click the Send button to send your
 messages, and the animation in the Address Panel is activated.

Sending Voice Mail

You can send voice mail to any Macintosh or Windows user with a valid e-mail
address, including users who do not have Internet Voice Mail.

The following steps lead you through the process of creating and sending a
new voice mail message:

   * Type the recipient e-mail address
   * Enter a subject
   * Record your message
   * Add a text message (optional)
   * Add a file attachment (optional)
   * Send your voice mail message with text and file attachments

Type the recipient e-mail address

[Image]

To select a recipient, do one of the following:

   * Type the correct e-mail address of the person to whom you want to send
     the voice mail in the To: text box.
   * Click the To: button to open the address book. Select a person from the
     list by double-clicking his or her name. The address is inserted into
     the To: text box.

To send a copy of your mail to secondary recipients:

   * Type the e-mail address of the secondary recipient in the cc: text box
     or click the cc: button to open the address book.
   * Type the e-mail address of a hidden secondary recipient into the bcc:
     text box or click the bcc: button to open the address book.

You can type more than one address into each text box.

Tip bcc means blind carbon copy. Primary and secondary recipients will not
see the bcc names. If you type more than one name in the bcc: text box,
recipients will see only their own name in that text box; that is, their
names are hidden from each other.

Enter a subject

To title your message or briefly describe the subject, type this information
into the Subject text box in the Address Panel.

Record your message

[Image]

To record a message

  1. Click the Record button on the Tape Recorder Controls.
  2. The Record button is dimmed, and the Message Line displays the message
     RecordingÉ.
  3. Speak into the microphone; your speech is recorded.
  4. When you speak, make sure that the Record Level Bar is always bright
     green and does not reach the end of the bar. If it does, you are
     speaking too loudly.
  5. The number to the right of the Time Bar shows you the length of your
     recorded message. You can adjust the maximum recording time limit by
     choosing Max Recording Time from the Options menu. The pre-configured
     value is one minute.
  6. Click the Stop Button on the Tape Recorder Controls.

To play back a message

   * Play back the recorded message using the Play and Pause buttons.
   * The Message Line displays the message PlayingÉ.

You can adjust the playback volume level with the Volume Slider.

Drag the slider to the right to increase the volume. During playback, the
number to the left of the Time Bar shows the elapsed playing time of your
recorded message.

Tip If you do not hear yourself, check that the microphone is connected
properly.

To save your outgoing voice message

   * To save your message, choose Save asÉ from the File menu to open the
     Save as dialog box.
   * Name the file, then choose a destination and folder.

If you want to re-play a saved message, choose OpenÉ from the File menu and
select the saved file.

Tip When you save a voice mail message, your text messages and file
attachments will be saved together with the recorded message.

Add a text message

[Image]

Type your message into the text box just as you would a regular e-mail
message. Use the scroll bar to scroll text.

You can type a signature to accompany your text messages by choosing
SignatureÉ from the Options menu.

Add a file attachment

[Image]

To attach a file(s)

Do one of the following:

   * Drag-and-drop the selected file into the File Attachment Panel.
   * Click the Attach button or choose Attach FileÉ from the File menu to
     select files to attach. Select the file(s) you want to attach and click
     either the Add or Add All button, then click Done to insert the file
     into the panel.

The total amount and size of attached files is indicated on the right side
of the File Attachment Panel.

Tip You can send the Internet Voice Mail Player to recipients who do not
have Internet Voice Mail. To send the player, select Attach Player from the
Options menu. The submenu Player Type will prompt you to select either a
Windows or Mac version of the player, or both. After choosing, the player's
icon will appear in the File Attachment panel.

It is recommended that you compress all non-text files before attachment.

To remove a file(s)

If you decide not to send a file, you can remove it. Select the file you
wish to remove and do one of the following:

   * Press the Delete button on your keyboard.
   * Select Remove Attached File from the File menu.
   * From the attach file dialog box select the file you want to remove,
     click Remove and then Done.

Send your voice mail message

[Image]

Do one of the following:

   * Click the Send button.
   * Choose Send from the File menu.

The following events occur to let you know your message is being sent:

   * The content of the Progress Bar changes.
   * The Message Line displays the message SendingÉ.
   * The animated logo in the Address Panel is activated.

Tip The Send button displays the word Cancel while sending; click it to stop
the sending process.

To clear the screen and begin a new message, choose New Voice Mail Message
from the File menu.

Retrieving a Voice Mail Message

The voice mail message may be composed of a text message, file attachments
and/or voice message; all are easily retrieved using your mailer application
(for more information consult your mailer application's documentation). Both
text and file attachments are accessed using your mailer application's
method. To open your voice message all you need is the Voice Mail Player
that comes with the Internet Voice Mail software.

Listening to Voice Mail

Start your e-mail program and open your new messages. A voice mail that was
sent to you appears as an e-mail message with an attached voice file
(Voice.VMF). Do the following to listen to your voice mail message:

  1. Save the voice file attachment to your hard drive according to your
     mailer application's method; the player will open the voice file.
  2. Use the Tape Recorder Controls Play, and Stop to listen to your
     message.

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Exploring Internet Voice Mail

The Address Book

The Address Book gives you direct access to addresses you send mail to
regularly. Once a person's name has been added to the Address Book, simply
select a name and send a message.

To access the Address Book

Do one of the following:

   * Choose Address BookÉ from the Options menu.
   * Click the To:, cc: or bcc: buttons on the Address Panel.

To add names to the Address Book

   * To add a name, click the Add button in the Address Book dialog to open
     a User Information dialog box. Type the information in the appropriate
     text boxes, then click the OK button to enter the name into the Address
     Book dialog.
   * To remove a name, select the name you want to remove from the Address
     Book dialog, click Remove and then OK.

To insert names in the Address Panel

When you access the Address Book with the To:, cc: and bcc buttons, you can
easily send voice mail to users simply by double-clicking on a user's name.
The address is inserted into the respective text box on the Address Panel.

Setting Your Options

Use the Options menu to modify various Internet Voice Mail settings. Choose
the option you want to change, and after modification click OK to set the
new information.

Audio Source

Use the Audio Source dialog box to ensure that your microphone is connected
properly. Make sure that the microphone option is checked and the
Playthrough box is not checked.

Signature

Type a signature to accompany your text messages.

Max Recording Time

Choose the maximum length of recorded messages.

On-Line Help

You can receive updated on-line Help from VocalTec Web site by using the web
links from the WebHelp menu.

Technical Support

You can receive additional information and technical support in the
following ways:

   * Look for updated information and easy solutions to common problems on
     our WWW site, at http://www.vocaltec.com
   * Contact our Technical Support Department

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The Voice Mail Player

You can send the Voice Mail players to Macintosh and Windows users, enabling
even users who do not have the Internet Voice Mail software to listen to
your messages.

Simply attach the Voice Mail Player to your message via the Options menu and
send your voice out to family, friends and colleagues. After a quick
installation process, they can listen to your message and save the player
for future voice mail.

To assist these recipients, when they receive your voice mail the following
installation instructions will appear as a text message together with the
player:

You have just received a VocalTec Internet Voice Mail message. Please read
the following instructions to listen to your voice mail:

Installing the Internet Voice Mail Player

  1. Your voice mail message consists of two file attachments:
  2. Voice mail message (.vmf)
  3. Internet Voice Mail Player for Macintosh or Windows -
  4. Player.hqx or vmpsetup.exe, respectively
  5. Save both the voice and player attachments to a temporary
     directory/folder in your hard disk.

Both Player.hqx and vmpsetup.exe are self-extract archive files.

To install the player for Windows do the following:

Windows 95 or Windows NT 4.0:

Click the Start button, select RunÉ and run the self-extract from the
directory you saved it in. Now follow the instructions on your screen.

Windows 3.x or Windows NT 3.51:

From the Windows Program Manager select RunÉ from the File menu and run the
self-extract from the directory you saved it in.

To install the player for Macintosh do the following:

Drag the player file attachment onto the StuffIt Expander to extract the
player file. Use the resulting application to access your voice mail.

If you do not have StuffIt Expander you can download it from the Internet.

Some mailer applications are capable of automatically extracting attached
files. If so, double-click on the player file to extract the player
application.

To Listen to voice messages:

After you have installed the player, in most mailer applications,
double-clicking the voice file attachment will automatically play the
message using the voice mail player.

If this method does not work on your mailer application, do the following:

For Windows: go to the destination where you saved the voice file and
double-click on it to open the Internet Voice Mail Player.

For Mac: simply drag-and-drop the voice file onto the player file.

Use the Tape Recorder Controls to listen to your message.

Use your saved player to listen to future voice mail messages.

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Information in this document is subject to change without notice. No part of
this document may be reproduced or transmitted in any form or by any means,
electronically or mechanically, for any purpose, without the express written
permission of VocalTec Ltd. ©1993-1996 VocalTec Ltd. All rights reserved.
Internet Voice Mail is a trademark of VocalTec Ltd. Windows¨ and Windows¨Ê95
are registered trademarks of Microsoft Corporation, and Windows NT is a
trademark of Microsoft Corporation. MacOS, Sound Manager and QuickTime are
trademarks of Apple Computer, Inc. All other trademarks are the property of
their respective owners.