Description
Department/Ring Group Mailbox
Group (Shared) Mailbox
A Group Mailbox is a Department Group Mailbox shared by a group of
co-workers. It is normally a Subscriber Mailbox. If a caller leaves a message at any extension in the group that shares the mailbox, the system stores the message in the shared Group Mailbox. The voice mail key Message lamp at all keyset extensions in the group flashes to indicate that there is a new voice mail message waiting. Any extension user in the group can log onto their mailbox to hear and process the shared message. The message count on all keyset displays increments and decrements as group messages are received, listened to, or deleted.
Any extension sharing a Group Mailbox can record and activate the Greeting.
The system automatically uses the most recent Greeting, regardless of which member of the group recorded it.
Group Mailboxes are helpful in both residential installations and larger business workgroups, since extensions share a common voice mailbox. Messages in the Group Mailbox can be listened to, forwarded, deleted, and otherwise processed by any member of the group.
Group Mailbox uses Department/Ring Group programming. You can separately set up Department/Ring Group members to have the same Department/Ring Group Mailbox. Since the system provides 32 Department/Ring Groups, there are a total of 32 Ring Group Mailboxes available.
The Department/Ring Group Mailbox can optionally be a Routing Mailbox. Refer to Understanding Group Mailbox Types on page 2-170.
Mailbox for a Ring Group
A Ring Group Mailbox can also be the mailbox for a stand-alone Ring Group in which the members do not share the mailbox, but have personal mailboxes instead. The following types of unanswered calls route to this type of Ring Group Mailbox:
Outside calls transferred to the Ring Group master number.
2 - 170 Features If a UCD Group is set to overflow to voice mail, an unanswered call into the group is picked up by the UCD Group Mailbox. The UCD Group Mailbox can be a Subscriber Mailbox (to allow the caller to leave a message) or a Routing Mailbox (to provide additional dialing options or an announcement). Refer to Understanding Group Mailbox Types.
Understanding Group Mailbox Types
If the Group Mailbox is a Subscriber Mailbox (1):
The Group Mailbox has all the features of any other personal Subscriber Mailbox.
If the Group Mailbox redirects to a Call Routing Mailbox (2):
A co-worker attempting to leave a message at an extension assigned to the Group Mailbox hears: “Your call cannot go through. Goodbye.” InMail then hangs up.
An outside caller attempting to leave a message at an extension assigned to the Group Mailbox hears the prerecorded Instruction Menu message and can dial options allowed by the associated Dial Action Table.
If the Group Mailbox user presses their voice mail key, they are asked to enter their mailbox number. After entering the number, they hear, “That mailbox does not exist.”
An Automated Attendant caller attempting to leave a Quick Message or do a Remote Logon at an extension assigned to the Group mailbox hears, “That mailbox does not exist.” They then return to the Auto-mated Attendant.
If the Group Mailbox redirects to an Announcement Mailbox (2):
A co-worker attempting to leave a message at an extension assigned to the Group Mailbox hears: “Your call cannot go through. Goodbye.” InMail then hangs up.
An outside caller attempting to leave a message at an extension assigned to the Group Mailbox hears the prerecorded announcement and can use all other Announcement Mailbox features.
If the Group Mailbox user presses their voice mail key, they are asked to enter their mailbox number. After entering the number, they hear: “That mailbox does not exist.”
An Automated Attendant caller attempting to leave a Quick Message or do a Remote Logon at an extension assigned to the Group mailbox hears, “That mailbox does not exist.” They then return to the Automated Attendant.
If the Group Mailbox redirects to a Directory Dialing Mailbox (2):
A co-worker attempting to leave a message at an extension assigned to the Group Mailbox hears: “Your call cannot go through. Goodbye.” InMail then hangs up.
An outside caller attempting to leave a message at an extension assigned to the Group Mailbox hears the Directory Dialing message and can use any of the options programmed for the Directory Dialing Mailbox.
If the Group Mailbox user presses their voice mail key, they are asked to enter their mailbox number. After entering the number, they hear: “That mailbox does not exist.”
Remote Logon at an extension assigned to the Group mailbox hears, “That mailbox does not exist.” They then return to the Automated Attendant.
Programming
1. Assign extensions to the Department Group.
11-07-01 Department Group Pilot Numbers
Assigns pilot numbers for Department Group.
By default, this entry is 0 (no pilot number assigned).
16-02-01 Department Group Assignment for Extensions
Set up the Department Group called by the pilot number and the extension priority when a group is called.
By default, all extensions are assigned to Department Group 1.
2. If co-workers should share this mailbox, enter Group as the mailbox type for each extension in the Department/Ring Group. This step should be skipped for a “stand-alone” Ring Group.
47-02-01 Mailbox Type
Use this option to enable or disable the mailbox. An extension mailbox is not accessible when it is disabled (even though its stored messages and configuration are retained in memory.) If disabled, a user pressing Message initiates a remote logon and is asked to enter their mailbox number. A voice prompt then announces: “That mailbox does not exist.”
Options are: 0 (None), 1 (Personal), 2 (Group)
By default, station mailboxes are set to Personal.
3. For the Department/Ring Group Mailbox that corresponds to the extension’s Department/Ring Group, assign the mailbox type.
For a Subscriber Mailbox:
16-02-01 Department Group Assignment for Extensions
Set up the Department Group called by the pilot number and the extension priority when a group is called.
By default, all extensions are assigned to Department Group 1.
11-07 Department Group Master Numbers
Check to see to which Department Group the extension belongs (1~32).
2 - 172 Features The Group Mailbox Number is the same as the Department Group master (pilot) number. Use this option to select the Department Group master (pilot) number associated with the Group Mailbox you are programming.
By default, Department Group Mailbox Numbers are not assigned.
47-03-03 Mailbox Type
Enter 1 to assign the mailbox as a Subscriber Mailbox. Use this option to set the Group Mailbox type. There are two types of InMail mailboxes:
Subscriber (1) and Routing (2).
By default, Group Mailboxes are set as Subscriber Mailboxes.
For a Routing Mailbox:
47-02-01 Mailbox Type
Settings are: 0 (None), 1 (Personal), 2 (Group). Set to 2.
By default, station mailboxes are set to 1.
16-02-01 Department Group Assignment for Extensions
Set up the Department Group called by the pilot number and the extension priority when a group is called.
By default, all extensions are assigned to Department Group 1.
11-07-01 Department Group Master Numbers
Check to see to which Department Group the extension belongs (1~32).
By default, Department Groups do not have master numbers assigned.
47-03-02 Mailbox Number
The Group Mailbox Number is the same as the Department Group master (pilot) number. Use this option to select the Department Group master (pilot) number associated with the Group Mailbox you are programming.
By default, Department Group Mailbox Numbers are not assigned.
47-03-03 Mailbox Type
Enter 1 to assign the mailbox as a Subscriber Mailbox. Use this option to set the Group Mailbox type. There are two types of InMail mailboxes:
Subscriber (1) and Routing (2).
By default, Group Mailboxes are set as Subscriber Mailboxes.
47-07 InMail Routing Mailbox Options
Set the type of Routing Mailbox and select the voice prompt language.
By default, all Routing Mailboxes use US English for the voice prompt language.