Group (Shared) Mailbox

Description

An extension use can share a Group Mailbox with co-workers for receiving and sending messages. A Group Mailbox is helpful, for example, in a small office where employees share telephones. The Group Mailbox has many of the features of a Subscriber Mailbox, but it is not associated with a specific extension. In addition:

J Any messages left in the Group Mailbox are available to all members of the group.

J To log onto the Group mailbox, a member of the group just presses their Group Mailbox key.

J A Group Mailbox can have a recorded greeting and name, just like any other Subscriber Mailbox.

J Other extension users can record and send messages to the Group Mailbox, as well as Transfer calls to the Group Mailbox.

J Automated Attendant callers can leave a Quick Message in the Group Mailbox.

For a brief overview of the features available at a Group Mailbox, review the Related Features below. Then, go to the individual feature to find out how it operates and any programming required to make it work.

Related Features

Automated Attendant

The Automated Attendant GOTO and LOGON actions (assigned to the active Dial Action Table) can route callers to a Group Mailbox.

Auto Erase or Save

After a user listens to a message in their Group Mailbox, In-Mail can automatically erase or save the message.

Greeting

A Group Mailbox can have a recorded greeting that plays to callers leaving a message.

Guest Mailbox

Guest Mailboxes also use mailboxes set up for virtual station ports.

Listening to Messages

Review this feature to learn which features are available to a group member while listening to messages.

Mailbox Name

A Group Mailbox can have a recorded name.

Make Call

A Make Call callback to a Group Mailbox routes to the virtual extension assigned as the Group Mailbox number (e.g., 201). In order to answer Make Call callbacks, the group members must have Call Coverage keys for that virtual extension.

A Group Mailbox user can use Make Call to return a call left in the Group Mailbox.

Main Menu

The Main Menu provides access to the features available to a Group Mailbox.

Message Listen Mode

Set the type of messages a user will listen to when they dial L (5) after logging into their Group Mailbox.

Message Notification

Once activated, Message Notification dials a telephone number to let the user know they have new messages in the Group Mailbox.

Message Playback Direction

Set the Group Mailbox message playback order.

Message Record

Review this feature to learn which features are available to a group member while recording and sending a message.

Message Storage Limit

Set the maximum number of messages that can be left in the mailbox.

Next Call Routing Mailbox

The Next Call Routing Mailbox provides additional dialing options after a caller leaves a message in a Group Mailbox.

Security Code

If enabled, a Group Mailbox caller must enter a security code before logging onto the mailbox.

Transfer to a Mailbox

To transfer an outside call to a Group Mailbox, an extension user presses Hold + Message (or the Voice Mail key) + Dials the Group Mailbox Number + Speaker to hang up.

Programming

1. Set up a virtual extension for the Group Mailbox.

Assign an unused extension number to an available virtual station port.

For example, assign extension 201 to virtual station port 1.

2. Activate an unused mailbox for the virtual extension.

Enter 1 to activate a mailbox for the virtual station port.

Choose a mailbox that will not likely be required for an installed extension (e.g., 128).

 By default, only mailboxes 1-8 are active.

3. Assign a mailbox number to the mailbox you activated for the virtual extension.

The mailbox number you choose should be the same as the virtual extension number (e.g., 201).

 By default, mailboxes 1-8 are assigned to extensions 101-108.

4. Set up a Voice Mail key at every extension that will share the Group Mailbox.

Use key code 77. The additional data should be the Group Mailbox number (e.g., 201).

You can also use Service Code 751.

 By default, there are no Voice Mail keys assigned. The Message key is assigned for Voice Mail access.

5. Set up a Call Coverage key for the virtual extension at each extension that shares the Group Mailbox.

Use key code *03. The additional data should be the Group Mailbox number (e.g., 201).

You can also use Service Code 752.

This allows the extension user to answer Make Call callbacks to the Group Mailbox.

 By default, there are no Call Coverage keys assigned.

Set up the ringing for the extension’s Call Coverage key. The key either ring (1) or flash only (0).

Make a separate assignment for each Night Service mode.

 By default, Call Coverage keys do not ring.

Operation

Using a Group Mailbox To log onto your Group Mailbox:

1. Press the Voice Mail key for your Group Mailbox.

o The key flashes fast when there a new messages in the Group Mailbox.

o If you try to log onto your Group Mailbox while a co-worker is using it, you hear, “That mail-box is busy.”

2. Enter your security code (if required).

3. Any Voice Mail processing you do while in your Group Mailbox (such as deleting messages), affects all members of the group.

To transfer your active call to a Group Mailbox:

1. Press Hold.

2. Press Messageor your Voice Mail key.

3. Dial the Group Mailbox number (e.g., 201).

4. Press Speaker to hang up.