VM Mailboxes

Parameter

Description

Default Value

Mailbox Number

Enter a mailbox number for this extension. The mailbox number is usually the same as the mailbox subscriber's extension number. You cannot use mailbox numbers with a leading digit of 0 (reserved for operator).

• Notes:

• The mailbox length can be changed using the Administrator's Mailbox.

• Mailbox numbers with a leading digit of 9 can be used.

• On a bilingual system, you cannot use the number assigned to the Language Mailbox.

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Name

Enter up to a 20-character name to identify the user of the mailbox. Enter the name (first name first or last name first) according to the option selected for Directory Voice Prompt in the Voice Mail Options form. Use a comma to separate the first and last names. The comma does not count as a character. Spaces are not allowed.

This parameter can also be changed using the Administrator's Mailbox.

• Note: Only the first six characters in the name are used in the personnel directory (Mailbox 9).

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Extension Number

Enter the extension number where calls to this mailbox are to be directed. This is normally a 2- to 4-digit extension number but can be up to 6 digits long. Do not use the following number: 0 (reserved for the operator).

This parameter can also be changed using the Administrator's Mailbox.

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Passcode

A 3- to 6-digit passcode. The system requires users to enter their current passcode to retrieve their messages. The passcode is always displayed as asterisks.

This parameter can also be changed using the Administrator's Mailbox.

• Note: The default passcode is all 1s (ones). Only the mailbox user should change the default passcode. The system automatically prompts users to record their name and permanent greeting the first time they access their mailbox. The system continues to prompt users until they change the default passcode. If a user forgets their passcode, it can be reset by entering the default code (all 1s) or by entering a new code. Entering a new code here saves users from having to record the greeting again. Tell users the new code and remind them to change it to secure their mailbox.

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Mailbox Type

Select a mailbox type:

Extension - the mailbox type usually associated with an extension; it has the capability to record, send, and playback messages.

Information -  for playing informational greetings only. For example, the message (or greeting) for this mailbox could recite the company's business hours or driving directions to a company's location. This type of mailbox does not take messages.

Message Only - for recording and playing back messages. It may be, but does not have to be, associated with an extension number. Message only mailboxes are for people who do not have telephones or who are frequently away from the office.

Transfer Only - for playing instructions to callers to dial another number or to dial 0 to reach the company operator. This type of mailbox does not take messages.

Menu Node - to set up a hierarchical menu structure for multi-level auto attendant (MLAA) operation. In an MLAA system, callers reaching the Auto Attendant are routed from the main menu through to one or more additional sub menus until their call is answered. The system plays greetings for this type of mailbox and transfers callers from the mailbox to other mailboxes or extensions.

Administrator - for accessing administrative functions such as recording greetings.

Guest - for guests in hotels/motels with basic voice mail functionality.

Front desk - for front desk staff in hotels/motels to administer guest mailboxes.

This parameter can also be changed using the Administrator's Mailbox.

Park and Page - used by the Auto Attendant to park incoming calls, and then page the requested party to pick up the call. Parking is initiated by the caller responding with a keypress to a prompt in the Auto Attendant greeting. The digit pressed is the number of the Park and Page mailbox as programmed in the VM Multi-Level Auto Attendants form.

• Note: The Park and Page mailbox type is unavailable for selection unless the Voice Mail Hospitality/PMS is enabled in the License and Options Selection form.

Extension

Prompt Language

Select a language for the voice mail prompts that the user of the mailbox hears.

This parameter can also be changed using the Administrator's Mailbox.

System Default

Operator Extension

Enter a location to which calls are to be directed when a caller presses"0" while listening to a greeting and recording prompt for this mailbox. A location can be any valid destination from 1 to 20 digits including extensions, external telephone numbers, hunt group access codes and system abbreviated speed dialing numbers. The default sends calls to Mailbox 0, the mailbox usually reserved for the company-wide operator. Specifying a destination other than the company-wide operator is useful in multi-tenant applications where one system services two or more businesses. With flexible Dial "0" destinations, each business can redirect calls to separate locations. This feature also accommodates users who want callers to transfer to a departmental secretary, rather than a company-wide operator.

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Message Notification

Type

Select the device that the system calls to notify the mailbox user of waiting messages or select "Disabled" in the Schedule field if notification is not required.

The user can receive notification at any one of five locations; an extension number, an outside number, and to three different types of pagers.

This parameter can also be changed using the Administrator's Mailbox.

Note: Notification must be enabled here and in the VM Options form for notification to take place.

Extension

Number

Enter a telephone number (up to 35 digits) for the voice mail system to call for user notification.

Valid digits include 0 to 9, and the [*], [#], and ['] keys.

This parameter can also be changed using the Administrator's Mailbox.

• Notes:

• If there is no number in the Notification Number field, notification cannot occur even if you enable it.

• If two mailboxes are associated with an extension and one of those mailboxes is the operator's, when that mailbox receives a new message, it is always the operator's mailbox that is notified first. If call notification is not enabled for the operator's mailbox, no call is made to the notification number.

See also Using Pagers for Message Notification.

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User Access

Enable this option to allow the user to change his or her pager number. If disabled, only the system administration can change the number.

This parameter can also be changed using the Administrator's Mailbox.

• Note: This option does not work for guest mailboxes.

Disabled

Schedule

Select when the system notifies the user:

Around The Clock - notifies the user when the message arrives.

Disabled - does not notify the user.

Open Hours - notifies the user only during open business hours.

Closed Hours - notifies the user only during closed business hours.

Around the Clock

Number of Messages

New

A read-only field that displays the number of new messages in the users mailbox.

Saved

A read-only field that displays the number of saved messages in the users mailbox.

Maximum

Enter a number up to 100 to specify the maximum number of messages that can accumulate in the mailbox.

50

Delete Messages After

Specify how long a saved message can remain in the mailbox before it is automatically deleted:

15 Days - system default

Never Delete - saved messages are never deleted

Specific Number of Days - user defined value between 1 and 98 (enter the value in the Message Life field)

• Note: New messages can remain in the mailbox indefinitely

15 Days

Message Life

If you selected Specific Number of Days in the Delete Messages After field, enter a number from 1 to 98 specifying the number of days a saved message can remain in the mailbox before the system automatically deletes it.

• Note: The system deletes the message the day after it expires, unless the message was left between 0:00 to 2:00 am, in which case it is deleted on the expiration date.

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Date/Time Stamp

Specify whether or not the system plays the date and time plus the priority and caller ID information prior to each message. If not played automatically the user can still hear the Date/Time stamp by pressing a key on the phone.

Play

Forward to Email

Forward to Email

Set to "Enable" to enable the Forward to Email feature.

Disabled

Email

The address to which the user's voice messages will be forwarded.

• Note: This Email address is not validated. If "Delete After Forwarding" is enabled and this Email address is invalid, the voice message will be lost.

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Messages Forwarded

Set to "Always" to automatically forward all incoming voice mails to the specified Email address. Set to "Manually" to let users manually forward Emails to the specified Email address.

Manually

Delete After Forwarding

Set to "Yes" to automatically delete a voice mail after it is forwarded to the specified Email address.

• Note: Delivery to the Email address cannot be guaranteed. Enabling this option can result in message loss.

No

Visual Voice Mail Hunt Group

Specify the hunt group number that the Voice Mailbox belongs to.

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