Intermedia SmartMessage Tutorial

Introduction

Getting Started

Changing Your PIN
Recording Your Name and Greetings

The Basics

Logging In
Managing Faxes
Managing Voicemail

Advanced

Configuring Notification
Configuring Group Messaging
Billing Info/Call History
Sent Fax Log

Introduction
Your new Intermedia SmartMessage is a personal phone number that receives voicemail and faxes. People wishing to send you a fax simply dial your Intermedia SmartMessage and send the fax. The Intermedia SmartMessage receives and stores the fax. You may view and forward the fax from any Web-enabled computer. People wishing to leave you a voicemail message may call your SmartMessage phone number and leave a voicemail. You can even be notified of new Fax messages and new voicemail messages on your PC or digital cell phone. This tutorial will guide you through the process of setting up and customizing your new Intermedia SmartMessage, and explain how to use its basic and advanced features. If you have questions, you may contact customer service at customerservice@accessline.com or by calling 1-877-880-0055.

The Basics
This information will assist you with learning to use the basic features of the Intermedia SmartMessage. This section of the tutorial covers the following:

Logging In
Managing Voicemail
Managing Faxes

Logging In
In order to customize and manage your Intermedia SmartMessage you must log into the web site at exchange.intermedia.net/ControlPanel/Login?ClientType=Voice. Once logged in, you will be able to view and forward faxes as well as manage other aspects of your service such as changing your PIN, viewing your Call History, and listening to voicemail messages.

By Phone:

Dial your SmartMessage.
During the initial ring or your introduction, enter your PIN.

That's all there is to it. Once your PIN is accepted, you are automatically placed into the Main Directory of your account and will have access to its many features.

By Web:
To log into your Intermedia SmartMessage via the Web:

Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
Enter your Intermedia SmartMessage number and PIN (or temporary PIN if it is your first time logging in).

Managing Faxes
Your Intermedia SmartMessage acts as your fax machine for incoming faxes. Callers send faxes to your Intermedia SmartMessage, which recognizes the call as a fax and stores it for you. You may then access the fax via the Web. Faxing Highlights:

SmartMessage will store a maximum of 256 faxes before becoming full and rejecting incoming faxes. Make sure to delete unwanted faxes.
SmartMessage will store your faxes for 90 days before automatically deleting faxes older than 90 days.
Forward received faxes to any fax machine via the web
View faxes via your Web account in a variety of formats.
Forward received faxes via email

By Phone:
To forward a fax to a fax machine using the phone:

Dial your SmartMessage phone number.
Enter your PIN over the initial ring or the greeting (either the temporary system- generated greeting or a greeting you have previously recorded).
Touch 3 to access faxes.
Follow the instructions to forward all faxes, individual faxes, or access a fax status report to a specific fax machine or list of fax machines.

Note: You may store a fax forwarding number by touching 8 for User Options, then 4 for Forwarding numbers. then touching 3 to add your fax number.

By Web:
To manage faxes via the Web:

Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
Enter your Intermedia SmartMessage number and PIN.
To view a fax, click the icon representing the format you wish to view your fax (.JPG, .TIFF or .PDF).
To forward a fax, click the Forward button and enter the email address or Intermedia phone number of the recipient.

If forwarding via email, you will be presented with an email form to fill out.

Managing Voicemail
Your SmartMessage comes equipped with a built-in voicemail box. You may access your voicemail messages from any touch-tone phone or the web. You may:

Listen to, save, or delete voicemail via the phone or web.
Instantly call back anyone who has left you a message without dialing a phone number.
Forward voicemail via email.
Forward voicemail to other employees or groups of co-workers who have AccessLine voicemail.
Download voicemail to your computer for later listening.

By Phone:
To listen to voicemail over the phone

Dial your SmartMessage phone number.
Enter your PIN over the initial ring or the greeting (either the temporary system- generated greeting or a greeting you have previously recorded).
Touch 1 to listen to messages.
Follow the instructions to listen to, save, delete and forward messages.

By Web:
To listen to voicemail via the Web:

Once logged in to the web site, click on the voicemail button.
Click the Play button associated with the voicemail you wish to listen to.

Getting Started
This information will assist you in beginning to use your new Intermedia SmartMessage. At this point you should have received your Intermedia SmartMessage and temporary PIN. This section of the tutorial covers the following:

Changing your PIN

Changing Your PIN
When you first log into your service via the web, it is important to change your PIN from the temporary PIN you were provided. The new PIN must be between 6 and 10 digits and cannot start with 0. Also, the system will not allow a PIN that uses repeating numbers such as 222222 or an easily recognized pattern such as 123456.

By Web:
To change your PIN:

Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
Enter your Intermedia SmartMessage number and PIN.
Click the Personal Info tab.
Select Change PIN.
Enter your current (temporary) PIN.
Enter your new PIN.
Reenter you new PIN.
Click Ok.

Recording Your Name and Greetings
The first time you log into your SmartMessage through the phone, you will be prompted to record your Name (used for forwarding voicemail), an Introduction (used for greeting callers) and your unavailable greeting (when you can't take calls). It is important to complete these steps prior to taking calls.

Your Introduction is a greeting that plays regardless of how you choose to route your calls. Unlike a typical voicemail system, your callers hear it first, before calls are forwarded to you at your current location. If your line is busy or unanswered, a separate automated greeting prompts callers to leave a message. Your Introduction should be a general greeting and SHOULD NOT prompt callers to leave a message.

Important - The General Introduction we recommend is;
"Hi, this is (Your name). You've reached my SmartMessage..."

Advanced
The previous section of this tutorial introduced you to the Intermedia SmartMessage Basics.

This section of the tutorial covers the following:

Configuring Notification
Configuring Group Messaging
Viewing Billing Information and Call History

Configuring Notification
Your Intermedia SmartMessage has the ability to notify you of new fax messages and new voicemail messages, which can save you time and increase your efficiency. Notification is available via pager, email, or digital cell phone.

Notification Highlights:

Displays the type of message (fax, voicemail, or urgent voicemail, received).
Displays the number of new Fax messages in your mailbox.
Displays the number of new voicemail messages in your mailbox.
Displays the Caller ID of the person who sent the fax
Provides a link to the new fax
Provides notification for sent faxes that were undelivered
Provides notification for sent faxes that were delivered

By Web:
To configure Notification:

Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
Enter your Intermedia SmartMessage and PIN.
Click the Personal Info tab.
Select Notification.
Enter the email address or addresses you want notifications sent to. (If you wish to receive notification to a cell phone and are unsure of the email address, use the provided list of cell phone carrier's email addresses.)
Determine the format of the notification.
Determine the types of notification you want to receive:
- New fax
- Sent fax delivered
- Sent fax failure
Use the test button to send a test notification

Configuring Group Messaging
Group Messaging allows you to forward voice and fax messages from one Intermedia user to another. If there are multiple people who have Intermedia fax service, you can create lists to send broadcast messages and forwarded messages. With Group Messaging, you can:

Forward fax messages to one or more people
Forward voicemail messages to one or more people
Create and send broadcast messages to one or more people
Quickly and easily create and manage group list via the Web

By Web:
To configure Group Messaging:

Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
Enter your Intermedia SmartMessage and PIN.
Click the Personal Info tab.
Select the Group Manager button.
Click Create Group.
Enter a unique Group Number (which is used when sending messages via the phone).
Enter a unique Group Name (which is used when sending message via the Web).
Enter a Description for this group (optional).
Enter the Intermedia phone number or the first or last name of the first person to be added to the list.
Determine if this person is an Administrator (able to modify this list) and/or a Sender (able to send messages to this group) and/or a Recipient (only able to receive messages).
Click Add.
Repeat steps 7, 8 and 9 until all members of the group have been added.

Billing Info/Call History
SmartMessage allows you to view your Billing Info (invoices) and Call History through the Web site. You may view billing information and call history for specific months and years. Billing Information shows your monthly charges and taxes and Call History details every call made to and from your SmartMessage.

By Web:
To view Billing Info or Call History:

Click the Personal Info tab
Select either the Billing Info (invoices) or Call History button
Select the timeframe of the invoice or call history you wish to view

Sent Fax Log
Anytime you send a fax from your Intermedia SmartMessage, an entry is made in your Sent Fax Log which is accessible via the web. The Sent Fax Log shows time and date the fax was sent, phone number or email address the fax was sent to and whether the fax was delivered or not. If the fax failed to be delivered, the Sent Fax Log will tell you why it failed.

By Web:
To view the Sent Fax Log via the Web:

Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
Enter your Intermedia SmartMessage number and PIN.
Click the Fax button on the left of the screen
Click the Sent Fax Log tab

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