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IP Office
Mailbox Users Guide
40DHB0002USCP Issue 5 (09/23/2002)
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Contents
IP Office Mailbox User........................................................................................ 3
Introduction...............................................................................................................................................3
Accessing Your Mailbox ...........................................................................................................................3
General Operation ....................................................................................................................................4
Voicemail Help Menu................................................................................................................................ 5
Changing Your Greeting Message ...........................................................................................................6
Forwarding Options ..................................................................................................................................6
Voicemail Reception.................................................................................................................................7
Edit Hunt Group Greeting Messages........................................................................................................ 7
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IP Office Mailbox User
Introduction
This manual covers the mailbox controls available to IP Office Voicemail
Lite users. The same controls are also available to IP Office Voicemail Pro
users if that system is running IP Office telephony mode, contact your
System Administrator for details.
Accessing Your Mailbox
To access your mailbox from your own extension, dial *17.
Until you have set an access code for your mailbox you can only access it
from your own extension. By default your mailbox starts with no access
code.
Once you set an access code (by dialling *04 when in your mailbox), you
can access your mailbox from other locations. To do that call your
extension and when you hear your voicemail greeting press 8. You will be
asked for your access code and once that is entered you can check your
message.
Your System Administrator can setup other methods for you to access your
mailbox from other locations (including external locations). Contact your
System Administrator for details.
If you regularly access your mailbox from a location other than your own
extension, you can ask your System Administrator to set that location as a
'trusted location'. When accessing your mailbox from a trusted location you
will not be asked for your access code.
• By default your own extension is a 'trusted location'. If your extension is
in a public area you may want this changed so that you need to enter the
access code even from your own extension.
Once in your mailbox you will hear the number of new messages you have
(if any). The system then plays back all new messages. You can press 8 for
Help on what controls you can use.
Once new messages have been listened to, they are then considered old
messages and will automatically be deleted 36 hours after they were first
played.
• If a message is left and that message is retrieved on the same day then
only the time will be given.
• If a message is retrieved the day after it was left then the date is referred
to as 'yesterday', then followed by the time.
• Any messages older than two days will be given the appropriate date.
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General Operation
You can use the following default short codes from your own extension.
• Access your mailbox from your own extension: *17
• Turn voicemail on/off: *18 / *19
• Turn voicemail ringback on/off: *48 / *49
If you call your own extension and are diverted to voicemail to leave a
message, you can press 8 during the initial voicemail greeting to switch to
collecting your messages.
Once in your mailbox, whether from your own extension or remotely, you
can use the controls below.
• Note: Messages are automatically deleted 36 hours after being
played unless you select to save the message (press 5 whilst the
message is playing).
Login
Enter mailbox
and password
3. Edit Greeting
Review normal greeting 1
Mailbox
Play old messages 1
Play saved messages 2
Edit greeting 3
Delete current message 4
Save current message 5
Forward to email 6
Forwarding options 6
Repeat last message 7
Help 8
Skip current message 9
Fast forward #
Rewind *
Call back sender (internal) **
Direct all to email *01
Send email notification *02
Turn email use off *03
Change mailbox access code *04
Hunt Group
Voicemail Pro
Only
User
Review out of hours greeting 2
Review 'queued' message 3
Review 'still queued' message 4
3. Edit Greeting
Listen to greeting 1
Record new greeting 2
Save new greeting 3
Save new greeting as loop 4
Return to mailbox 8
6. Forwarding
Forward to email 1
Forward to extension(s) 2
Foward to extension(s) with header
message 3
(follow each extension number with # and
then a final # to finish entry)
Save message 4
• Whilst playing message the user can also press and hold 0 to pause the
message. If they have a voicemail reception number set, pressing 0 will
call that number.
• Email options require setup by your System Administrator.
• Voicemail Pro operation may be customised for some individual users
and groups to provide different options.
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Voicemail Help Menu
You can press 8 at any time to listen to the Help Menu.
• 1 - Play old messages.
• 2 - Play saved messages.
• 3 - Edit your greeting.
• 4 - Delete the message you are currently listening to.
• 5 - Save the message you are currently listening to.
• 6 - Forwarding options.
• 7 - Repeat the last Message.
• 8 – Help.
• 9 - Skip the message.
• ** - Call back the sender (while listening to the message internally only).
• *01 - Direct all messages to email.
• *02 - Send email notification.
• *03 - Turn off email functions.
• *04 - Change your access code.
Additional features (not announced)
• # - Forward message.
• * - Rewind message.
• 0 - Pause message (whilst 0 is held down) or call voicemail reception.
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Changing Your Greeting Message
You can record a personalised greeting message by pressing 3 whilst in
your mailbox.
The following options are given:
• 1 - Hear your greeting message
This option also allows you to hear the message you have just recorded
so that you can then decide to rerecord it or save it.
• 2 - Change your greeting message
You will be asked to speak after the tone and then press 2 at the end of
the message. The system will see the 2 as the end of message and
return to the menu, where you can press 1 to hear the new message
and then press 3 to make the recording active. If you do not wish to use
the recording you can rerecord it or just hang up and the previous
greeting will still be in use.
• 3 - Save your greeting message
If you hang up before pressing 3 the previous greeting will be used.
• 4 - Save your message for playing on a continuous loop
This option can be used to continually play the greeting. Callers will not
be able to leave a message, but may still press ‘0’ to go to "reception"
(see "Voicemail Reception" on page 7).
Forwarding Options
After listening to a message you can press 6 and use the following options:
• 1 - Forward message to email
• 2 - Forward message to other extensions
• 3 - Prepend a header message
• 4 - Send message into your saved messages list
• # - Cancel this forwarding
To be able to use this facility you System Administrator must enter an
email address for you. The message "Email not enabled on this mailbox"
is heard if Voicemail Email has not been configured.
You will be prompted to supply the list of extensions. Separate each
extension with a # and finish with another #. For example:
• To forward to extensions 201, 202 and 203 key in: 201#202#203##
• To forward to extension 201 only, key in: 201##
This option allows you to forward the message with you own message
added at the start. You will be prompted to record your message and
then press any key to finish recording. Then key in the list of extensions
using a # to separate each extension and finish the list with another #.
See the examples above.
This is the same as pressing ‘5’ from the main menu and will save the
message until deleted.
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Voicemail Reception
After a caller has been routed to Voicemail, you may wish to give the caller
the option to be transferred to another extension, for example; Reception,
an assistant or to an external number such as your mobile.
To do this your System Administrator must setup a Voicemail Reception
number for you. Then you should record a new greeting message informing
callers that if they press 0 they will be transferred.
Edit Hunt Group Greeting Messages
The System Administrator may setup a method for you to access the
mailbox of a hunt group. You can edit the greeting messages for the hunt
group by pressing 3 after entering the mailbox. They will then be given the
following options:
1. Standard greeting
2. Out of Hours greeting
3. You are in a queue greeting
4. You are still in a queue greeting
The standard greeting is used when the hunt group is In Service but none
of the available extensions can answer a call (busy or no answer). The Out
of Hours greeting message is used when the hunt group is in Night Service,
Out of Service or out of hours specified by a Time Profile and fallback
groups are not being used. The remaining two greeting messages are used
when a caller is held in a queue.
All of the above options are then followed by the following menu:
1. Hear your greeting message
2. Change your greeting message
3. Save your greeting message
4. Save your greeting message for playing on a continuous loop
After pressing 2 to change the message, you will be prompted to press 2
again when you have finished recording. You will then be returned back to
the menu to enable you to hear the new message, rerecord or save the
message.
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Performance figures and data quoted in this document are typical, and
must be specifically confirmed in writing by Avaya before they become
applicable to any particular order or contract. The company reserves the
right to make alterations or amendments to the detailed specifications at
its discretion. The publication of information in this document does not
imply freedom from patent or other protective rights of Avaya or others.
Intellectual property related to this product (including trademarks) and
registered to Lucent Technologies have been transferred or licensed to
All trademarks identified by the ® or
™
are registered trademarks or
trademarks, respectively, of Avaya Inc. All other trademarks are the
property of their respective owners.
This document contains proprietary information of Avaya and is not to be
disclosed or used except in accordance with applicable agreements.
Any comments or suggestions regarding this document should be sent
to "wgctechpubs@avaya.com".
© 2002 Avaya Inc. All rights reserved.
Avaya SMBS
Sterling Court
15 - 21 Mundells
Welwyn Garden City
Hertfordshire
AL7 1LZ
England
Avaya.
Tel: +44 (0) 1707 392200
Fax: +44 (0) 1707 376933
Email: contact@avaya.com
Web: http://www.avaya.com
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