Avaya 50-601067 User Manual

IP Office 4.0

Embedded VoiceMail Installation

50-601067 Issue 5 (20th December 2006)

Introduction

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Page ii Embedded VoiceMail Installation 50-601067 Issue 5 (20th December 2006) IP Office 4.0

Table Of Contents

Introduction................................................................................................................................1

About this Guide.......................................................................................................................................1

What's New..............................................................................................................................................1

IP Office Embedded VoiceMail.................................................................................................................2

Overview..............................................................................................................................................2

Embedded VoiceMail Mailbox Features...............................................................................................3

Languages Supported..........................................................................................................................4

Installing Embedded VoiceMail ................................................................................................5

Overview..................................................................................................................................................5

Setup Information.....................................................................................................................................6

System Settings...................................................................................................................................6

User Mailboxes....................................................................................................................................6

Hunt Group Mailboxes.........................................................................................................................7

Auto Attendant Setup...........................................................................................................................8

Time Profiles...................................................................................................................................8

Menu Actions ..................................................................................................................................9

IP406 V2 Installation...............................................................................................................................10

Small Office Edition Installation..............................................................................................................11

IP 500 Installation...................................................................................................................................12

Upgrading Prompts ................................................................................................................................13

Upgrade Prompts Pre 3.0.........................................................................................................13

Upgrade to version 4.0..............................................................................................................14

Configuring Embedded VoiceMail..........................................................................................15

System Configuration.............................................................................................................................15

User Mailbox Configuration....................................................................................................................16

Remote Mailbox Access.........................................................................................................................18

Hunt Group Mailbox Configuration..........................................................................................................19

Overview............................................................................................................................................19

Message Waiting Indication...............................................................................................................20

Hunt Group Mailbox Access...............................................................................................................21

Configuring Queues...........................................................................................................................22

Configuring Queue Announcements..................................................................................................23

Auto Attendant Configuration..................................................................................................................24

Overview............................................................................................................................................24

Create an Auto Attendant...................................................................................................................25

Recording Prompts............................................................................................................................27

Routing Incoming Calls to an Auto Attendant.....................................................................................28

Transferring Calls to an Auto Attendant.............................................................................................29

Using Auto Attendant to Access Voicemail........................................................................................31

Miscellaneous ..........................................................................................................................33

Monitoring Embedded VoiceMail............................................................................................................33

Short Codes...........................................................................................................................................34

Default Short Codes...........................................................................................................................34

Custom Short Codes..........................................................................................................................34

Button Programming...............................................................................................................................35

Visual Voice ...........................................................................................................................................36

Backing Up and Restoring Messages.....................................................................................................37

Loading Other Files onto the Memory Card............................................................................................38

Index.......................................................................................................................................... 39

Embedded VoiceMail Installation Page iii IP Office 4.0 50-601067 Issue 5 (20th December 2006)

Introduction

About this Guide

This guide describes how to install and configure Avaya IP Office Embedded VoiceMail. This guide is for Avaya professional services staff, business partners, and system integrators but can be used by anyone who has been trained to install or configure IP Office Embedded VoiceMail. These instructions assume that you are familiar with IP Office Manager.

Further information about Avaya IP Office is available from www.avaya.com/support and also from www.avaya.com/ipoffice/knowledgebase.

What's New

In Avaya IP Office 4.0 the following features were added to Embedded VoiceMail.

 IP500 Support

The Avaya IP Office 500 control unit is supported using a 512MB uncompressed Compact Flash memory card.

 Fax transfer

A fax transfer action can be set within IP Office Manager. If a transfer action has been set, on detecting a fax tone the auto attendant will route the call to the fax transfer destination. For more information, see Auto Attendant Configuration Overview.

 Enhanced options when listening to messages

When a message is being played you can now skip to the next message, rewind or fast forward for approximately 5 seconds. For more information, see the user guide.

 Forward a message

A message can be forwarded to one or many mailboxes. For more information, see the user guide.

 Reply to a message

If a CLI is available you can reply to a message to either an internal or external number. For more information, see the user guide.

 Choice of transfer options

Up to 3 breakout numbers can be set up. When callers are directed to your mailbox they can either leave a message or choose to be transferred to one of three numbers. For more information, see User Mailbox Configuration.

 Visual Voice

Users can access their mailbox using a soft key programmed for visual voice. A display menu provides the user with options to listen to messages, send messages, change their greetings and password. Access to visual voice is granted by the system administrator using IP Office Manager. For more information, see Visual Voice.

 The visual voice feature is not available on all telephones. Please refer to the telephone guide for

more information.

 Announcements

Specific queue announcements can be recorded and then played when a call is held in a queue for the hunt group. For more information, see Configuring Queue Announcements.

Embedded VoiceMail Installation Page 1 IP Office 4.0 50-601067 Issue 5 (20th December 2006)

Embedded Voicemail Installation Guide

IP Office Embedded VoiceMail

Overview

IP Office Embedded VoiceMail is supported on the IP Office Small Office Edition, IP Office 406 V2 and IP Office 500 control units. Embedded VoiceMail does not require an IP Office license. It provides basic voicemail mailbox operation without requiring a permanent voicemail server PC. It also provides multiple auto-attendant support for incoming calls.

Embedded VoiceMail uses the following components:

 Memory Card

The type and capacity depends on the memory card of the IP Office control unit. However, in all cases, the cards are specially formatted for Embedded VoiceMail use. Alternate third-party memory cards are not supported for Embedded VoiceMail.

 IP Office IP406 V2 and IP500 Control Units

Use an Avaya supplied 512MB Type II Compact Flash memory card. Provides up to 15 hours of uncompressed message storage. A memory card supplied for a Small Office Edition control unit can not be used in the IP 406 V2 or IP 500 control unit.

 IP Office Small Office Edition

Uses an Avaya supplied 64MB Compact Flash memory card within a PCMCIA card carrier. Provides up to 10 hours of compressed message storage. A memory card supplied for a IP 406 V2 or IP 500 control unit can not be used in the Small Office Edition control unit.

 Voice Compression Channels

Messages and prompts stored on the Small Office Edition memory card are compressed using the IP Office control unit's voice compression channels. Thus voice compression channels are required during any voicemail accesses. It is important to note that the same voice compression channels are also used for VoIP calls.

 IP Office 406 V2 and IP500 Control Units

Do not require or use voice compression channels for Embedded VoiceMail.

 IP Office Small Office Edition

On the Small Office Edition, voice compression channels are pre-built into the control unit. Small Office Edition control units are available in 3 channel and 16 channel variants. An existing Small Office Edition control unit cannot be upgraded to add further voice compression channels.

 IP Office Manager Application

During installation, connection to a PC running the IP Office Manager application is required. This is required for IP Office configuration.

Note

 Embedded VoiceMail cannot be used in conjunction with VoiceMail Lite or VoiceMail Pro. The presence of

a running VoiceMail Lite or VoiceMail Pro server on the same network may cause Embedded VoiceMail to fail.

Page 2 Embedded VoiceMail Installation 50-601067 Issue 5 (20th December 2006) IP Office 4.0

Introduction

Embedded VoiceMail Mailbox Features

Supported Features

 Hunt group and user voicemail for the leaving and collection of messages.  Auto attendant.  For security a voicemail access code can be assigned to any mailbox. This can be changed by the mailbox

user or the system administrator.

 Message waiting indication to suitable phones and IP Office Phone Manager.  Message waiting indication for hunt group mailboxes can be assigned to specified users.  Internal ringback on new messages.  Short code features for collecting messages, leaving messages, voicemail on/off and ringback on/off.

Embedded VoiceMail System Comparison

Feature Small Office Edition IP406 V2 and IP500

Memory Type 64MB Compact Flash (in PCMCIA

carrier).

Compression Method 3 or 16 channels built into control

unit motherboard.

Storage 10 Hours. 15 Hours.

Maximum Simultaneous Connections *

Maximum Individual Message Length

Auto Attendant Yes Yes

Up to 3 on VC3 system. Up to 10 on VC16 system.

Adjustable between 3 and 180 seconds (default 120 seconds).

512MB Compact Flash.

Not required.

Adjustable between 3 and 180 seconds (default 120 seconds).

*Maximum Simultaneous Connections

For Small Office Edition systems, this figure may be reduced whenever voice compression channels are already in use for VoIP call support.

Major Features Not Supported

 User trusted source settings.

The use of V numbers in the User Source Numbers to bypass the mailbox access code is not supported.

 Call Recording.  Voicemail Email.

Embedded VoiceMail Installation Page 3 IP Office 4.0 50-601067 Issue 5 (20th December 2006)

Embedded Voicemail Installation Guide

Languages Supported

Embedded VoiceMail supports a range of language prompt sets. The following languages are supported for Embedded VoiceMail. The matching folder name is shown in () brackets.

 Chinese (chs)  Danish (dan)  Dutch (nld)  English-UK (eng)  English-US (enu)  Finnish (fin)  French (fra)  French-Canadian (frc)  German (deu)  Italian (ita)

The IP Office system Locale setting is used to determine the default language prompts used. This can be overridden for individual user mailboxes by setting a different User Locale. If a unsupported locale is selected for a user, the system locale is used. If a selected Locale is not supported a fallback language is used, as indicated in the table.

Locale selected in Manager Language used by Embedded

Australia (UK English) English-UK (eng)

 Korean (kor)  Norwegian (nor)  Portuguese (ptg)  Portuguese-Brazilian (ptb)  Russian (rus)  Swedish (sve)  Spanish (esp)  Spanish-Mexico (esm)  Spanish-Argentina (ess)

Belgium (Dutch) Dutch (nld) Belgium (French) French (fra) Canada (Canadian French) French (fra) Chile (Latin Spanish) Spanish (esp) Colombia (Latin Spanish) Spanish (esp) Greece (Greek) English-UK (eng) Hong Kong (Cantonese) English-UK (eng) Hungary (Hungarian) English-UK (eng) Iceland (Icelandic) English-UK (eng) India (UK English) English-UK (eng) New Zealand (UK English) English-UK (eng) Peru (Latin Spanish) Spanish (esp) Poland (Polish) English-UK (eng) Saudi Arabia (UK English) English-UK (eng) South Africa (UK English) English-UK (eng) Switzerland (French) French (fra) Taiwan (Putonghua) Chinese (mandarin) Venezuela (Latin Spanish) Spanish (esp)

Page 4 Embedded VoiceMail Installation 50-601067 Issue 5 (20th December 2006) IP Office 4.0

Installing Embedded VoiceMail

Overview

The installation process can be divided into the following steps:

1. Gather Setup Information The Setup Information section contains a number of forms which can be used to gather customer information about required settings. Completing these forms before installation will assist in speeding up the installation process.

2. Hardware Installation The physical installation of the memory card. This process varies according to the IP Office control unit type.

 IP406 V2 control unit.  Small Office Edition control unit.  IP 500 control unit.

3. System Configuration Set the IP Office to use Embedded VoiceMail and set the maximum record time for messages, greetings and prompts. For more information, see System Configuration.

4. User Mailbox Configuration Configure the personal settings for individual users. For more information, see User Mailbox Configuration.

5. Hunt Group Mailbox Configuration Configure the settings for any hunt groups where voicemail is required. This includes configuring message waiting indication and mailbox access which are not enabled by default. For more information, see Hunt Group Mailbox Configuration Overview.

6. Auto Attendant Configuration Setup any required auto-attendant services and associate them with incoming call routes. For more information, see Auto Attendant Configuration Overview.

Embedded VoiceMail Installation Page 5 IP Office 4.0 50-601067 Issue 5 (20th December 2006)

Embedded Voicemail Installation Guide

Setup Information

Using the following tables to gather customer information before installation will assist and speed up the installation process.

System Settings

 Maximum Record Time: ___________________

(5 to 180 seconds, default 120 seconds).

User Mailboxes

Use the following form to plan the user mailbox settings. See User Mailbox Configuration for details of each feature.

Name Voicemail

Code

Possible Values (default underlined)

Blank or 4 to 15 digits

Voicemail On

On or Off On or Off Blank or User/

Voicemail Ringback

Voicemail Reception

Group Number

Page 6 Embedded VoiceMail Installation 50-601067 Issue 5 (20th December 2006) IP Office 4.0

Installing Embedded VoiceMail

Hunt Group Mailboxes

See Hunt Group Mailboxes for details of each feature and Message Waiting Indication for how to enter the values.

Name Voicemail

Code

Possible Values (default underlined)

Blank or 4 to 15 digits

Voicemail On

On or Off None

Users to receive group message waiting indication

Embedded VoiceMail Installation Page 7 IP Office 4.0 50-601067 Issue 5 (20th December 2006)

Embedded Voicemail Installation Guide

Auto Attendant Setup

 Auto Attendant Name: ____________________ (Up to 12 characters)  Route to Auto Attendant: ______________________________________

______________________________________________________________ (Detail which calls should go to the auto attendant and the routing to be used)

 Maximum Inactivity: ________________ (5 to 20 seconds, default 8 seconds)  Fallback Destination: ____________________

Time Profiles

 Remember that IP Office configuration uses a 24-hour clock format for times.

Time Profiles Morning Afternoon Evening (Out of Hours)

Name Start Time End Time Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Page 8 Embedded VoiceMail Installation 50-601067 Issue 5 (20th December 2006) IP Office 4.0

Menu Actions

Action

Installing Embedded VoiceMail

Key Transfer to

Attendant

0 1 2 3 4 5 6 7 8 9 0

Fax

                                                                             

Normal

Transfer

Replay

Greeting

Blind

Transfer



Dial By

Number

Defined

Not

Destination

Embedded VoiceMail Installation Page 9 IP Office 4.0 50-601067 Issue 5 (20th December 2006)

Embedded Voicemail Installation Guide

IP406 V2 Installation

The following instructions detail the process for installing Embedded VoiceMail for an IP406 V2 system.

1. Check that the following requirements have been met.

 Hardware:

 IP Office 406 V2 control unit. No voice compression channels are required.  Avaya supplied 512MB Memory (Compact Flash) Card.

 Configuration:

 PC, connected to the IP Office network with the IP Office Manager application installed.

2. Install the Memory Expansion Card The IP 406 V2 Memory Card is a Type II Compact Flash memory card. Only a card supplied by Avaya can be used for Embedded VoiceMail. Compact Flash cards from other sources cannot be used for Embedded VoiceMail.

 Switch off the IP Office unit before you insert the memory card.

 Warning

You must always switch off the IP Office before you insert or remove a memory card.

 Insert the memory card into the C/F TII card slot on the front of the IP406 V2 control unit. Insert the

card with the memory card label upwards. As you insert the card, the card eject button adjacent to the slot will come out.

 Switch on the IP Office unit.

3. The system can now be configured for Embedded VoiceMail. For more information, see System Configuration.

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