Voice Mail Administrator Capabilities
Using the voice mail administrator’s mailbox, you may provide basic voice mailbox and group list maintenance. You do not need to know the password of a particular mailbox to perform maintenance on it.
Mailbox and group list maintenance includes the ability to:
• Record the name of a standard mailbox user, extension ID user, or Group List • Record a primary and alternate mailbox greeting
• Set additional personal options for a mailbox # 9 9 1 # 1 2 3 # IMPORTANT
To provide system security, all mailboxes and extension IDs should have a password. To make the passwords difficult to guess, they should not match the mailbox number or consist of one digit repeated several times. This is especially important for the voice mail administrator's mailbox, which allows programming access to other mailboxes.
Page 64 Mailbox and Extension ID Personal Options
Mailbox and Extension ID Personal Options
Voice Mail mailboxes provide personal options that allow the user to customize messaging functions. However, before personal mailbox options can be changed, the mailbox must be ini- tialized by the user. For programming instructions to change personal options, refer to the applicable Inter-Tel Endpoint User Guide, which are listed under “Endpoint User Guides” on page 358.
Each subscriber’s mailbox has the following personal options:
• Greetings: A primary or alternate greeting is played when callers reach a user’s mail- box. Users can change a primary greeting at any time to reflect a change in status and/or record and enable an alternate greeting. If you and the user elect not to record a per- sonal greeting, the default system greeting is used.
The system has a database option called Play Recording Instructions that affects mail- box greetings. If this option is enabled, the “leave a message after the beep” system prompt plays following the primary or alternate greeting. If disabled, no prompt is played and the beep preceding recording occurs immediately after the primary or alter- nate greeting ends. The Play Recording Instructions flag is enabled by default.
• Directory Name: A recorded name is used to identify each mailbox in the directory and to verify the mailbox number when messages are addressed by non-subscribers and other subscribers. Although the name is recorded when a user first sets up the mailbox, you can change it at any time.
• Password: Passwords prevent unauthorized access to a mailbox. Although the mailbox user creates a personal password when they first set up the mailbox, you can change it at any time.
• Message Envelope Options: Each message is preceded by an “envelope” that can include the time and date the message was left, the source of the message, and addi- tional information that is associated with the media type. Voice mail messages have a length envelope option, e-mail messages have a subject option, and faxes have a pages option. By default, all envelope options are enabled for each type of message.
• Remote Messaging: Remote Messaging is available for voice mail messages only and is enabled in DB Programming on a per-mailbox basis. Using Remote Messaging, the user can program voice mail to call the mailbox owner when a new message arrives. Using a “cascade”—a series of up to nine telephone numbers that Voice Mail calls until it successfully connects to a device such as a pager, answering machine, etc. If for some reason Voice Mail is not able to use remote notification, the mailbox receives a message stating that notification could not be completed. For more information about Remote Messaging options, refer to the applicable Inter-Tel endpoint user guide.
• Fax Destination Number: If an endpoint is programmed to receive incoming faxes, the user can program the fax destination number that will receive the faxes that are sent to the mailbox.
IMPORTANT
To provide system security, all mailboxes and extension IDs should have a password. To make the passwords difficult to guess, they should not match the mailbox number or consist of one digit repeated several times. You should recommend to all users that they set a password.
Change Procedures for Mailbox Personal Options Page 65
• Message Search Order: This option allows the user to determine how to retrieve saved or new messages based on the date and time they were received. The message search order can be the earliest-received messages first (First In/First Out), or the latest- received messages first (Last In/First Out).
• Transfer Method: The Transfer Method personal option determines how the system will handle incoming calls that Enterprise Messaging (EM) may execute. For example, calls may be transferred to a mailbox or Extension ID by voice mail reply, a Call Rout- ing Application, Automated Attendant, operator transfer, etc. Transfer Method options include Unannounced, Announce-Only, and Screened. For usage instructions, see “Call Screening Options” on page 268.
Change Procedures for Mailbox Personal Options
The voice mail administrator can change personal options for individual mailboxes or for the entire Voice Mail system, as described in the following procedures.
To record or change a personal greeting:
1. Access the voice mail administrator’s mailbox and menu. See page 63.
2. Say “Mailbox Maintenance” or press to access the Mailbox/Group List Maintenance option.
3. Say or enter the mailbox or extension ID to be accessed. You hear the Personal Options Menu.
4. Say “Greeting” or press to record/change the personal greeting. You have the fol- lowing options:
• Say “Primary” or press to record and/or enable the primary greeting. • Say “Alternate” or press to record and/or enable the alternate greeting. • Say “System” or press to enable the system default mailbox greeting.
5. If you selected the system greeting option, continue to the next step.
If you selected the primary or alternate greeting option, record the greeting when
prompted, then press .
If you already have a primary or alternate greeting, it is played when you select pri-
mary or alternate.
You can then do one of the following:
• Say “Accept” or press to accept the greeting. • Say “Replay” or press to replay the greeting.
• Say “Append” or press to add to the greeting. Press when you are done. • Say “Erase” or press to erase and re-record the greeting.
• Say “Cancel” or press to exit without changing the greeting.
6. Hang up or press to return to the previous menu. 2 1 1 2 3 # # 1 2 # 3
Page 66 Change Procedures for Mailbox Personal Options
To change the recorded directory name for a mailbox:
1. Access the voice mail administrator’s mailbox and menu. See page 63.
2. Say “Mailbox Maintenance” or press to access the Mailbox/Group List Maintenance option.
3. Say or enter the mailbox or extension ID to be accessed. You hear the Personal Options Menu.
4. Say “Name” or press . The recorded name is played. You have the following options: • Say “Accept” or press to accept the recorded name.
• Say “Replay” or press to replay the recorded name. • Say “Append” or press to add to the name.
• Say “Erase” or press to erase and re-record the name.
5. Hang up or press to return to the previous menu. To change a password:
1. Access the voice mail administrator’s mailbox and menu. See page 63.
2. Say “Mailbox Maintenance” or press to access the Mailbox/Group List Maintenance option.
3. Say or enter the mailbox or extension ID to be accessed. You hear the Personal Options Menu.
4. Say “Password” or press .
5. If you want a password, enter a new password using digits 0–9 (up to 12 digits) and
press when you are done.Voice mail plays back the password.
If you do not want to use a password, say “Skip” or press . Voice mail announces that you have chosen not to have a password.
6. Say “Accept” or press to accept the password as entered, or say “Re-enter” or press to erase and re-enter the password.
7. Hang up or press to return to the previous menu. To change and save a Message Envelope:
1. Access the voice mail administrator’s mailbox and menu. See page 63.
2. Say “Mailbox Maintenance” or press to access the Mailbox/Group List Maintenance option.
3. Say or enter the mailbox or extension ID to be accessed. You hear the Personal Options Menu.
4. Say “Envelope” or press to select the Message Envelope Options Menu.
5. Select the media type you would like to change: • Say “Voice Mail” or press. .
• Say “E-mail” or press . • Say “Facsimile” or press
.
2 2 # 1 2 3 2 3 # # # 3 2 4 1 2 3
Change Procedures for Mailbox Personal Options Page 67
6. You can then do any of the following:
• Say “Time/Date” or press to enable or disable the time/date option. • Say “Source” or press to enable or disable the message source option.
• For voice mail, say “Length” or press to enable or disable the message length option.
• For e-mail, say “Subject” or press to enable or disable the subject option. • For faxes, say “Pages” or press to enable or disable the pages option.
• Say “All Options” or press to enable all options and return to the Personal Options Menu.
• Say “None” or press to disable the entire envelope and return to the Personal Options Menu.
7. Hang up or press to return to the previous menu. To set up Remote Messaging, if enabled in DB Programming:
1. Access the voice mail administrator’s mailbox and menu. See page 63.
2. Say “Mailbox Maintenance” or press to access the Mailbox/Group List Maintenance option.
3. Say or enter the mailbox or extension ID to be accessed. You hear the Personal Options menu.
4. Say “Remote” or press . You have the following options: • Say “Primary” or press to set up a primary cascade. • Say “Alternate” or press to set up an alternate cascade.
5. Say “Level” or press and say or enter the number (1–9) of the level you want to pro- gram. You then have the following options:
• To set up or change an extension, outside, or pager number:
– Say “Number” or press .
– EITHER, say “Internal” or press for an extension number.
OR, say “Outside” or press for an outside number. – Say or enter the number.
• To set up or change pager notification:
– Say “Pager” or press . – Say “Personal” or press .
• To enable or disable the number, say “Change” or press .
NOTE This option is not available for fax messages.
1 2 3 3 3 4 5 2 5 1 2 1 2 1 2 1 2 1
Page 68 Change Procedures for Mailbox Personal Options
6. Say “Time” or press . Then say or enter the time you want the message notification to start and stop. Enter or say the times with two digits for the hour and two digits for the minutes (e.g., 0900 = 9:00). If entering the time in 12-hour format:
• Say “AM” or press for a.m.
• Say “PM” or press for p.m. For 24-hour notification, set the starting and end- ing times to be the same.
7. Say “Days” or press . Then select one of the following: • Say “Weekdays” or press for Monday-Friday. • Say “Days” or press for all days.
• Say “Day” or press to select individual days. You are prompted to say or press digits 1–7 which correspond to the days Sunday through Saturday.
8. Say “Category” or press . You have the following options: • Say “All Messages” or press for all messages. • Say “Priority” or press for priority messages only.
9. Hang up or press to save the settings and exit.
To change the Transfer Method, if enabled in DB Programming:
1. Access the voice mail administrator’s mailbox and menu. See page 63.
2. Say “Mailbox Maintenance” or press to access the Mailbox/Group List Maintenance option.
3. Say or enter the mailbox or extension ID to be accessed. You hear the Personal Options menu.
4. Say “More” or press for More Options.
5. Say “Transfer” or press . The system tells you what the current transfer method is. You can then select the appropriate transfer method, as follows:
• Say “Unannounced” or press to select unannounced transfers. • Say “Screened” or press to select screened transfers.
• Say “Announce” or press to select announce only transfers.
• Say “Cancel” or press to return to the Personal Options Menu without making changes.
6. Hang up or press to return to the previous menu. 2 1 2 3 1 2 3 4 1 2 # 2 9 5 1 2 3
Change Procedures for Mailbox Personal Options Page 69
To change a fax destination number:
1. Access the voice mail administrator’s mailbox and menu. See page 63.
2. Say “Mailbox Maintenance” or press to access the Mailbox/Group List Maintenance option.
3. Say or enter the mailbox or extension ID to be accessed. You hear the Personal Options menu.
4. Say “More” or press for More Options.
5. Say “Number” or press .
6. Say or enter the number of the fax destination.
7. EITHER, say “Accept” or press when you are done.
OR, say “Re-enter” and press to erase and re-enter the number.
8. Hang up or press to return to the previous menu. To change the message search order:
1. Access the voice mail administrator’s mailbox and menu. See page 63.
2. Say “Mailbox Maintenance” or press to access the Mailbox/Group List Maintenance option.
3. Say or enter the mailbox or extension ID to be accessed. You hear the Personal Options menu.
4. Say “More” or press for More Options.
5. Say “Order” or press for the Message Search Order.
6. Select one of the following options:
• Say “New” or press to change the search order for new messages. • Say “Saved” or press to change the search order for saved messages.
7. Your current message search order is played. Select one of the following options: • Say “First In” or press to retrieve the earliest-received messages first (First In/
First Out).
• Say “Last In” or press to retrieve the latest-received messages first (Last In/ First Out).
• Say “Cancel” or press to return to the Personal Options Menu without making changes.
8. Hang up or press to return to the previous menu. 2 9 1 # 3 2 9 2 1 2 1 2
Page 70 Changing a Group List Name
Changing a Group List Name
A Group List is a collection of mailboxes that is programmed in DB Programming. Subscribers can use Group Lists to send messages to several mailboxes simultaneously. With the voice mail administrator mailbox, you can record a name for the Group Lists that have been programmed in the system. However, before you can record a Group List name, you need to know the Group List number assigned to the list. Group List names are used for verification purposes only.
To record a group list name:
1. Access the voice mail administrator’s mailbox and menu. See page 63.
2. Say “Mailbox Maintenance” or press to access the Mailbox/Group List Maintenance option.
3. Say or enter the Group List number to be accessed. The current name is played.
4. After the tone, record the name for the selected list, and then press . You have the following options:
• Say “Accept” or press to accept the name.
• Say “Replay” or press to replay the name you just recorded. • Say “Erase” or press to erase and re-record the name.
5. Hang up or press to return to the previous menu.