Search This CD Index Contact Us
Home > Administration > Email (Internet Messaging) > Internet Messaging Concepts and Planning
| Internet Messaging Concepts and Planning
> Internet Messaging for the INTUITY AUDIX builds on the multimedia capabilities of INTUITY AUDIX to provide exchange of voice, fax, text, and binary components over the Internet. Topics include: Internet Messaging Features What Internet Messaging Can Do for You Sending and Receiving Email Planning Security Issues #### Internet Messaging Features Internet Messaging has the following characteristics: Internet Gateway AUDIX subscribers gain an Internet email address and can send or receive messages over the Internet. Internet Messaging uses Extended Simple Mail Transport Protocol (ESMTP), a standard TCP/IP-based mail protocol. Mailbox access through POP3 clients In addition to the telephone user interface (TUI) and INTUITY Message Manager 4.3 and greater, subscribers can also select one of the currently available POP3 email client programs to check their messages. For example, Netscape Mail or Microsoft Outlook can be used to receive and respond to messages through the INTUITY AUDIX server. Avaya Voice Player With this player, Internet email users can play and respond to messages received from INTUITY AUDIX senders. If subscribers have a microphone, they can create voice messages directly on their personal computers. #### What Internet Messaging Can Do for You Internet Messaging can: Provide access for INTUITY AUDIX subscribers to any of the email users worldwide through the Internet. Increase the number of choices that subscribers have to access messages, including telephone, INTUITY Message Manager, and industry-standard email platforms. Save costs by allowing message transport through existing, shared Internet facilities. Simplify distribution of the Voice Player through an automatic email response system. #### Sending and Receiving Email Internet Messaging gives INTUITY Message Manager and Post Office Protocol 3 (POP3) client subscribers full Internet email capabilities through the INTUITY AUDIX. Multimedia messages can be sent from the INTUITY AUDIX to any email address. The recipients can access these messages as multi-part MIME messages using commercially-available email software. Voice components are played with the Avaya Voice Player (AVP), which is distributed without charge and uses the same voice compression algorithm as the INTUITY AUDIX system. ##### Email Access With Computer Applications The following access methods are available: Message Manager subscribers can send and receive all four component types to and from Internet email users, as with any other INTUITY AUDIX destination. These component types include voice, fax, text, and file attachments. POP3 client subscribers can use their browser to access their INTUITY AUDIX mailboxes. The AVP plays and records voice components, with the right computer hardware configuration. Graphics programs display fax files. Text and attached files are handled as with any other email. Non-INTUITY AUDIX users access messages using the same message-rendering tools as POP3 client subscribers, except the messages are delivered through their own Internet service provider. ##### Email Access Through the Telephone With Internet Messaging for INTUITY AUDIX, subscribers can use the telephone to manage messages received at their AUDIX mailbox. The message waiting indicator (MWI, such as the indicator lamp or a stutter dial tone) is activated to alert a subscriber to the arrival of new messages. The message can contain up to four media types, specifically voice, fax, text, and file attachments. From the telephone, subscribers can: Receive an email message that can contain up to four media type components. Listen to a voiced rendering of the text component (if the INTUITY AUDIX Text-to-Speech feature is activated). Print the text and/or fax component of an email message to a fax machine. Reply to an email message, whether it came from an INTUITY AUDIX subscriber or an Internet email address. A message is treated as a single entity when accessed via a telephone. When subscribers play a message that contains a voice, a fax, a text, and a file attachment component, they hear the following: Voice component A voiced summary of the fax component and instructions on how to print the fax The spoken translation of the text component (if enabled) A voiced summary about the attached file ##### Optional Email Features Two features provide additional access to message information: Text-to-Speech (TTS) conversion is an optional feature that enables subscribers to listen to a voiced rendering of email and INTUITY Message Manager text messages received in their AUDIX mailboxes. Message components are rendered as follows: The subject line of an email message is read as part of the message header. The body of the text message is voiced. If a file attachment is included in the email message, that component is not voiced. The subscriber hears summary information regarding the size of the file. Fax components are also summarized regarding the number of pages contained in the fax. Text-to-Fax (TTF) enables subscribers to print the text and/or fax component of an email message to a printer or fax machine. For the text component, the INTUITY AUDIX system uses the Text-to-Fax feature to translate the component into printed form. Messages are printed in plain text, without formatting and special attributes such as bold type or tab settings. #### Planning Before you install Internet Messaging, there are several things you should consider: ##### Email Message Size Email messaging can have a significant impact on the size set for a subscriber's mailbox. An email message can be a short memo or can include attachments of software files of considerable size. If subscribers send fax and voice messages, planning is more difficult. AUDIX converts all message components into seconds of space in the mailbox.The following tables show some typical mailbox sizes and corresponding maximum email and maximum message length capacities.
> Table: AUDIX Mailbox Suggested Sizes and Maximum
> Mailbox Size, in seconds and (hours:minutes) | Mailbox Size, in MB | Notes
> --- | --- | ---
> 2400 sec (0:40 hr) | 4.8 MB |
> 3600 sec (1:00 hr) | 7.2 MB |
> 4800 sec (1:20 hr) | 9.6 MB |
> 8400 sec (2:20 hr) | 16.8 MB | System default
> 32767 sec (9:06 hr) | 65.5 MB | System maximum for one subscriber's mailbox
> Table: Email and Voice Message Sizes, Suggested Sizes and Maximum
> Message Length, in seconds and (minutes) | Message Size, in MB | Notes
> --- | --- | ---
> 600 sec (10 min) | 1.2 MB |
> 900 sec (15 min) | 1.8 MB |
> 1200 sec (20 min) | 2.4 MB | System default
> 10800 sec (180 min or 3 hours) | 21.6 MB | System maximum for one message
> ##### LAN Impact Use the following table to estimate how much of the LAN traffic on the system will be comprised of email messages (including email with attached components).
> Table: LAN Impact of Email Messaging
> Component | Size
> --- | ---
> Voice | 60 seconds = 132 1-KB packets
> Fax | 3 pages = 145 1-KB packets
> Email | 5 KB = 5.5 1-KB packets
> Attachments, including email attachments | around 150 KB (file size varies by type of file and contents)
> ##### Subscriber Planning Prepare subscribers by taking the following steps: Inform users about their INTUITY AUDIX email capabilities. See Notifying Subscribers of Email Capability and Setup for more information. Allow INTUITY Message Manager subscribers to add email addresses to their personal address books or their INTUITY AUDIX lists to simplify addressing. Determine whether to allow INTUITY AUDIX subscribers to access messages in their INTUITY AUDIX mailbox with a POP3 email program. The INTUITY AUDIX system can send messages similar to any mail gateway, but allowing this access presents certain security risks. See Security Issues for more information. When questions arise, or in the initial training about INTUITY AUDIX email, describe the following differences to subscribers: When a message is sent from an AUDIX subscriber to recipients in both AUDIX and the Internet, the AUDIX recipients are not listed on the Internet recipient's email To: list. Therefore, the email recipients do not know which AUDIX subscribers also received the message and cannot use the email application's Reply All function to send a reply to the AUDIX recipients of the original message. INTUITY AUDIX messages expire within a time period determined by the subscriber or COS mailbox settings. Subscribers need to understand this difference because email accounts do not usually have this limitation. Users can set their email application (such as Outlook or Exchange) to forward mail automatically to another email address or to their INTUITY AUDIX email address. INTUITY AUDIX does not allow mail to be automatically forwarded to another email address. #### Security Issues
> Toll fraud is the theft of long distance service. When toll fraud occurs, your company is responsible for charges. See Overview of Security for information on how to prevent toll fraud, or call the Avaya Technologies National Customer Care Center at 1-800-643-2353.
Using Internet Messaging and the Internet presents certain security issues. Your company is responsible for any damages that could arise as a result of the use of Internet Messaging. However, you can administer your system to minimize these risks. You need to be concerned with: ##### Disabling POP3 Access On the General Options and Settings page, if the `POP3 enabled?` field is set to Yes, hackers could determine a subscriber's login name and password, and then commit toll fraud through the subscriber's mailbox. Use Internet Messaging only behind a corporate firewall and restrict external Internet access to the POP3 port. If your company is concerned with subscriber login security, consider the following alternatives: Disable the POP3 interface by selecting No on the General Options and Settings page. Exclusively use POP3 clients such as Qualcomm's Eudora client that support the APOP (encrypted password) login mechanism. Deploy secure socket layer (SSL) for POP3 using an external SSL accelerator. Current products on the market include SSL100 Accelerator by Avaya. ##### Viruses The ease with which messages can be broadcast and transmitted over the Internet simplifies the distribution of computer viruses. Enact a policy to ensure that subscribers check incoming messages and files for viruses. Another precaution, especially important if this is your company's first email deployment, is a system-wide virus scanning application. The applications scan all incoming mail for viruses and intercept infected mail and files before they get to the subscriber. Current examples include: Interscan Virus Wall by Trend Micro Webshield products by McAfee Antivirus for Gateways by Norton eSafe Gateway by Aladdin ##### Spoofing or Sending Email Under a False Name Internet email addresses are not validated for identity. As a result, the identity of the message sender is not guaranteed. Warn your subscribers not to respond to messages from unverified sources, especially if the message contains requests for private information or any form of payment. The name of the machine that delivered a message to the Internet Messaging server can be checked by reading the message's header information. Top of page

| Search This CD Index Contact Us
| © 2002-2007 Avaya Inc. All rights reserved.