IP Office Mailbox
Contents
1. Submit the new greeting just recorded Delete Delete the current greeting The mailbox will revert to using the default system greeting unless Record and Submit are used to record a new greeting used for new messages received by your voicemail mailbox Use Change to change the selected mode Press Done when the required mode is displayed Possible modes are Email Mode Off Voicemail email is not used Email Mode Copy New voicemail messages are copied to the user s email address The original message is left in the voicemail mailbox Email Mode Fwd New voicemail messages are forwarded to the user s email address The original message is deleted from their voicemail mailbox Email Mode Alert A alert email message is sent to the user s email address The original message is not attached to the email and is left in the voicemail mailbox This option is only shown if you have been configured with an email address for voicemail email usage in the IP Office configuration This control allows you to see and change the current voicemail email mode being IP Office Mailbox Page 34 IP Office 15 601131 Issue 11a 06 July 2009 Visual Voice Button Functions Password Change the voicemail mailbox password To do this requires entry of the existing password Using the Visual Voice Button for Voicemail Transfer If pressed when you have a call is connected the Visual Voice button allows entry of an extension number for direct to vo2. 19 4 4 Forwarding a Message to Your Saved Messages List A ets 19 4 5 Forwarding Future New Messages to Email 19 4 6 Switching Message Forwarding Off 20 5 Setting Up Email Notifications 5 1 Receiving an Email Alert for a New Message 22 5 2 Switching Email Forwarding and Alerts On or Off 22 6 Setting and Changing Greeting Messages 6 1 Listening to Your Greeting Message uue 24 6 2 Saving Your Greeting MeSSage ccsceeeceeteeeeeetees 24 6 3 Saving Your Greeting Message to Play CONTINUOUSIY acido 25 6 4 Stopping Your Greeting Message from Playing Continuously ne i 25 6 5 Changing Your Greeting Message ne 26 6 6 Changing Hunt Group Greeting Messages 27 7 Mailbox Administration 7 1 Switching Voicemail On or Off 30 7 2 Switching Voicemail Ringback On or Off 30 8 Options for Mailbox Callers 8 1 Skipping a Mailbox Greeting Message 32 8 2 Transferring to a Covering Number 9 Visual Voice dex ome o eN in icon oth IP Office Mailbox IP Office Contents Page 3 15 601131 Issue 11a 06 July 2009 Chapter 1 Logging in to Your Mailbox IP Office Mailbox Page 5 i 15 601131 Issue 11a 06 July 2009 Logging in to Your Mailbox 1 Logging in to Your Mailbox This section describes the ways in which you can log into your mailbox to retrieve your mes
3. User a license within the scope of the license types described below The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User Designated Processor means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users Software means the computer programs in object code originally licensed by Avaya and ultimately utilized by End User whether as stand alone Products or pre installed on Hardware Hardware means the standard hardware Products originally sold by Avaya and ultimately utilized by End User License Type s Designated System s License DS End User may install and use each copy of the Software on only one Designated Processor unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User Avaya may require the Designated Processor s to be identified by type serial number feature key location or other specific designation or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Copyright Except where expressly stated otherwise the Product is protected by copyright and other laws respecting proprietary rights Unauthorized reproduction
4. with applicable agreements Any comments or suggestions regarding this document should be sent to wgctechpubs avaya com 2009 Avaya Inc All rights reserved Avaya Unit 1 Sterling Court 15 21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 Web http marketingtools avaya com knowledgebase IP Office Mailbox Page 40 IP Office 15 601131 Issue 11a 06 July 2009
5. AVAYA IP Office IP Office Mailbox Mode User Guide 15 601131 Issue 11a 06 July 2009 2009 AVAYA All Rights Reserved Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing Avaya Inc can assume no liability for any errors Changes and corrections to the information in this document may be incorporated in future releases Documentation Disclaimer Avaya Inc is not responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya Link Disclaimer Avaya Inc is not responsible for the contents or reliability of any linked Web sites referenced elsewhere within this Documentation and Avaya does not necessarily endorse the products services or information described or offered within them We cannot guarantee that these links will work all of the time and we have no control over the availability of the linked pages License USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE AT http support avaya com Licenselnfo GENERAL LICENSE TERMS IF YOU DO NOT WISH TO BE BOUND BY THESE TERMS YOU MUST RETURN THE PRODUCT S TO THE POINT OF PURCHASE WITHIN TEN 10 DAYS OF DELIVERY FOR A REFUND OR CREDIT Avaya grants End
6. This greeting is used when the hunt group is in night service or out of service or out of hours Queue Greeting Press 3 This greeting is played to callers who have been waiting to be answered for a set period e Still Queued Greeting Press 4 Twenty seconds after the queue greeting the still queued greeting is played to a caller who is still waiting to be answered This greeting is repeated every 20 seconds 4 After selecting the greeting to record you can choose the following options To hear the recording Press 1 e To record a new greeting Press 2 You are prompted to press 2 again when you have finished recording You then return to the menu to hear record or save the message Recordings must be at least 3 seconds long To save the new recording Press 3 IP Office Mailbox Page 27 IP Office 15 601131 Issue 11a 06 July 2009 Chapter 7 Mailbox Administration IP Office Mailbox Page 29 IP Office 15 601131 Issue 11a 06 July 2009 7 Mailbox Administration Sometimes it can be useful to prevent callers from being forwarded to your mailbox when you are on the telephone or do not answer You can switch voicemail off and back on again when you need it For more information see Switching Voicemail On or Off 305 Your system administrator can set up an option so that if callers are directed to your voicemail you can give the them the option to transfer to a different extension 324 for example to reception B
7. ail system has been configured to use email 5 1 Receiving an Email Alert for aNew Message You can choose to receive an email alert to tell you when a caller has left a message for you e You can have email notifications sent to your mobile email address if you have one This means that you can be alerted about the arrival of new messages even when you are out of the office You might need to contact your mobile or cell phone provider to find out your mobile email address e This option overrides email forwarding For more information see Forwarding Future New Messages to Email 19 To receive an email alert for a new message 1 Log in to your mailbox 2 Press 02 You receive an email alert whenever a new message is left 5 2 Switching Email Forwarding and Alerts On or Off If you have chosen any of the email notification options you can switch them off from your telephone To switch off email options forwarding or alerts 1 Log into your mailbox 2 Press 03 You hear a confirmation message to tell you that the option is now turned off or on IP Office Mailbox Page 22 IP Office 15 601131 Issue 11a 06 July 2009 Chapter 6 Setting and Changing Greeting Messages IP Office Mailbox Page 23 i 15 601131 Issue 11a 06 July 2009 6 Setting and Changing Greeting Messages By default a generic system greeting is played when a person calls your voicemail box You can record a personalized greeting message for your mailbox i
8. ce Mailbox Page 33 IP Office 15 601131 Issue 11a 06 July 2009 9 Visual Voice Visual Voice allows you to access your voicemail mailbox using the display menu of your phone rather than following spoken mailbox prompts Visual Voice is not supported on Voicemail Lite To use Visual Voice your system maintainer must add a Visual Voice button to your phone For users on IP Office 4 2 or higher systems the system maintainer can set the MESSAGES button on your phone to act as a Visual Voice button Visual Voice is not supported on all phones It is only supported on the following phones e 1608 1616 2410 2420 4406 4412 4424 4610 4620 4621 4625 5410 5420 5610 5620 5621 T3 Compact T3 Classic T3 Comfort e On phones that have a display but do not support full visual voice operation as indicated below use of the button for user mailbox access using voice prompts and for direct to voicemail transfer during a call is supported does not include T3 and T3 IP phones e On T3 phones the Visual Voice button goes direct to the Listen function of Visual Voice To access the full set of Visual Voice functions use Menu gt Settings gt Voicemail Settings Visual Voice Controls The arrangement of options on the screen will vary depending on the phone type and display size Controls that cannot be fitted on the current display are accessed by using the phone s lt and gt buttons to move between screen pages Button Functions Li
9. cemail housekeeping activities As for new messages it is possible for the system administrator to change this duration on a VoiceMail Pro system If you are sure that you do not want to keep a message you can delete it while you are listening to it or after you have finished listening to it To delete a message 1 While you are listening to a message that you do not want to keep press 4 IP Office Mailbox Page 16 IP Office 15 601131 Issue 11a 06 July 2009 Chapter 4 Forwarding Voice Messages IP Office Mailbox Page 17 i 15 601131 Issue 11a 06 July 2009 4 Forwarding Voice Messages Messages can be forwarded to another location Login Listen to new message 6 1 Forward Message to Email 1 Listen to Old Message 2 Forward Message to another extension 2 Listen to Saved Message 3 Forward Message with a Header 4 Forward to Saved Messages List During or immediately after playing a voice message you can choose to forward it e To email For more information see Forwarding a Message to Email 187 e To other extensions For more information see Forwarding a Message to a Different Extension 18 e To your saved messages list For more information see Forwarding a Message to Your Saved Messages List 195 You can choose whether to add a message header before you forward a message For more information see Forwarding a Message with a Message Header 19 4 1 Forwarding a Message to Email Before you can use this feature
10. e Mailbox Page 9 IP Office 15 601131 Issue 11a 06 July 2009 2 Summary 2 1 Mailbox Options If you call your own extension and are diverted to voicemail you can press 8 during the initial greeting to switch to collecting your messages Here is a summary of the options that are available when you have logged into your mailbox from your own extension or remotely e Unless you choose to save a message it is automatically deleted 36 hours after it is played To save a message while it is playing press 5 Login 3 Edit Greeting Review normal greeting 1 Review out of hours greeting 2 Review queued message 3 Review still queued message 4 Enter mailbox and password Play old messages 1 Hunt Group 3 Edit Greeting Play saved messages 2 Edit greeting 3 Listen to greeting 1 Delete current message 4 Record new greeting 2 Save current message 5 Save new greeting 3 Forwarding options 6 Save new greeting as loop 4 Repeat last message 7 Return to mailbox 6 Help 8 Skip current message 9 6 Forwarding Fast forward Rewind Forward to email 1 Call back sender internal Forward to extension s 2 Direct all to email D1 Foward to extension s with header Send email notification 02 message 3 Turn email use off 03 follow each extension number with and Change mailbox access code D4 then a final to finish entry Save message 4 Notes e During a message you can also press and hold O to pause the messa
11. em To forward a message with a message header 1 During or immediately after playing a message press 6 2 Press 3 3 You are prompted to record your message and then press any key to finish recording 4 Enter the list of forwarding extensions as if you were forwarding a normal message For more information see Forwarding a Message to a Different Extension 18 To return to the previous menu or to cancel message forwarding 1 Press 4 4 Forwarding a Message to Your Saved Messages List Unless you choose to save a message it is automatically deleted 36 hours after it is played You can forward a message to save with other messages that you have already saved in your saved messages List To forward a message to your list of saved messages 1 During or immediately after playing a message press 6 2 Press 4 This is the same as pressing 5 after playing the message To return to the previous menu or to cancel message forwarding 1 Press 4 5 Forwarding Future New Messages to Email Before you can use this feature your system administrator must enter your email address against your mailbox name in IP Office Manager Otherwise you hear the message Email is not enabled on this mailbox If the option has been enabled you can set up your mailbox so that any messages received in future are forwarded to your email address e If you choose this option the messages are not stored in your voicemail mailbox e This option over
12. ent versions of documentation go to the Avaya Support web site http www avaya com support or the IP Office Knowledge Base http marketingtools avaya com knowledgebase Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your contact center The support telephone number is 1 800 628 2888 in the United States For additional support telephone numbers see the Avaya Web site http Avww avaya com support IP Office Mailbox Page 2 IP Office 15 601131 Issue 11a 06 July 2009 Contents 1 Logging in to Your Mailbox 1 1 Logging in to Your Mailbox from Your Extension 7 1 2 Logging in to Your Mailbox From a Different Location tn Anni eal cannes 8 1 3 Setting up a Mailbox Access Code cccccesseeceeeees 8 2 Summary 2 1 M ilbox Options dae 10 2 2 Voicemail Help Menu Options 2u se ernennen 11 2 3 Default Short Codes 22 442004sn0ennnnnnnnnnnnnnennnn 11 3 Listening to Messages 3 1 Listening to New Messages 15 3 2 Saving a Message 2 220nsneennnnnsnnnnnnnnnnnnnnnnnnnn nenn 15 3 3 Listening to Old and Saved Messages 15 3 4 Deleting a Message uuurssnuessnnnnnennnnnnnnnnn nennen nennn nen 16 4 Forwarding Voice Messages 4 1 Forwarding a Message to Email 18 4 2 Forwarding a Message to a Different Extension 18 4 3 Forwarding a Message with a Message Header
13. eting that was previously active 7 Decide whether you want to make further changes or save your new greeting message For more information about saving a greeting see Saving Your Greeting Message 245 or Saving Your Greeting Message to Play Continuously 255 To return to the previous menu 1 Press 8 IP Office Mailbox Page 26 IP Office 15 601131 Issue 11a 06 July 2009 Setting and Changing Greeting Messages Changing Your Greeting Message 6 6 Changing Hunt Group Greeting Messages Your system administrator can set up a method for you to log into the mailbox of a hunt group In addition to standard message handling you can change the hunt group greeting messages Login 3 Edit Your Greeting 1 Standard Greeting 2 Out of Hours Greeting 3 You are in a Queue Greeting 1 To Hear your Greeting Message 2 To Change your Greeting Message 3 To Save your Greeting Message 4 You are still in a Queue Greeting 4 To Save your Message for Playing on a Continious Loop To Return to the Previous Menu To change hunt group greeting messages 1 Log in to the hunt group mailbox The exact method depends on the option that your system administrator has provided 2 Press 3 for greeting messages 3 Select the greeting to record e Standard Greeting Press 1 This greeting is used when the hunt group is in service but all available hunt group members are busy or set to no answer Out of Hours Greeting Press 2
14. f you prefer Login p 3 Edit Your Greeting 1 To Hear your Greeting Message 2 To Change your Greeting Message 3 To Save your Greeting Message 4 To Save your Message for Playing on a Continious Loop To Return to the Previous Menu e You can listen to your greeting message at any time For more information see Listening to Your Greeting Message 24 e You can change your greeting message at any time For information see Changing Your Greeting Message 26 e You can also save your greeting message so that it plays continuously For more information see Saving Your Greeting Message to Play Continuously 254 e You can also record a greeting message for hunt group mailboxes For more information see Changing Hunt Group Greeting Messages 27 gt 6 1 Listening to Your Greeting Message You can listen to your personalized greeting message at any time and if required you can change it To listen to your greeting message 1 Log into your mailbox 2 Press 3 for greeting messages 3 Press 1 With this option you can also to hear the currently recorded default message After you have recorded a new message you can listen to it and decide to record again or save it For more information see Changing Your Greeting Message 26 or Saving Your Greeting Message 244 To return to the previous menu 1 Press 8 6 2 Saving Your Greeting Message When you are happy with a greeting message you can save it as it is or
15. following steps to stop it To stop your greeting from playing continuously 1 Log in to your mailbox 2 Press 3 for greeting messages 3 Press 2 to change your message 4 Record your message after the tone 5 Press 2 when you have finished recording your greeting message You can then press 1 to hear the new message 6 Press 3 to save so that your message no longer plays continuously You hear a conformation prompt to tell you that your change was saved IP Office Mailbox Page 25 IP Office 15 601131 Issue 11a 06 July 2009 6 5 Changing Your Greeting Message You can change your personalized greeting message at any time If you choose to offer callers to your mailbox any transfer options 324 to covering numbers you need to record a greeting message that explains the available transfer options Caution e If you change from the system greeting to a personalized one you cannot return to the system greeting without the aid of your system administrator To change your greeting message 1 Log into your mailbox 2 Press 3 for greeting messages 3 Press 2 to change your greeting message 4 Record your message after the tone e Recordings must be at least 3 seconds long ul Press 2 when you have finished recording your greeting message You can then press 1 to hear the new message 6 Press 3 to make the message active if you want to use it If you do not want to use the new recording you can record again or hang up to use the gre
16. ge To continue playing the message press the button that corresponds to Rewind or Previous on the display screen of your telephone e Email options must enabled by your system administrator e VoiceMail Pro operation can be customized for some individual users and groups to provide different options IP Office Mailbox Page 10 IP Office 15 601131 Issue 11a 06 July 2009 Summary Mailbox Options 2 2 Voicemail Help Menu Options 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 xx call back the sender Only while listening to the message internally 01 Direct all messages to email 02 Send email notification 03 Turn off email functions 04 Change your access code Additional functions not announced Forward message Rewind message 0 Pause message while you hold down 0 or call voicemail reception 2 3 Default Short Codes You can use the following default short codes from your own extension e Log into your mailbox from your own extension Dial 17 e Turn voicemail on or off Dial 18 on or 19 off When off this stops the system from forwarding callers to your mailbox when you are busy or do not answer It does not stop messages from being for
17. icemail transfer of the connected call IP Office Mailbox Page 35 IP Office 15 601131 Issue 11a 06 July 2009 Index A Access code Logging in without an 7 8 Setting up an 8 Cc Call back sender 10 Caller options 32 Code Mailbox access 8 Current message Deleting 10 Saving 10 D Default Short codes 11 Deleting Amessage 10 Current message 10 Messages 16 E Email Alerts 18 22 Forwarding voice message to 18 19 22 Notification on off 10 Options 22 F Forwarding Message to saved messages list 19 Messages 18 Toemail 10 To other extension 10 18 With added header 10 19 G Greeting message Changing 24 26 Hours greeting 27 Inservice 27 Listento 10 Night service 27 Normal 10 Out of hours 10 Play continuously 10 Queued 10 Recorda 10 Save new 10 Saving your 24 Skipping 32 Standard 27 Still queued 27 H Header Forward message with 10 Hunt group greeting messages 27 L Listening to 14 New messages 15 Old messages 7 Saved messages 7 Your greeting message 10 24 Mailbox greeting message IP Office Mailbox IP Office Index Skipping 32 Message Deletinga 16 Switching forwarding on off 20 N New messages 15 O Old messages 15 Stopping 25 Options Available to mailbox callers 32 P Play Old messages 10 Saves messages 10 Previous message repeat 10 Q Queue greeting 27 R Reception number 32 Recorded default 26 Remote access 8 Repeat last message 10 Rewind 10 Ringback 10 S Saved mes
18. record a name If so follow the instructions that you hear 2 When you have logged in to your mailbox an announcement tells you how many new messages you have if any New messages are then played back You can press 8 to find out about the options that you can use To listen to old messages Press 1 e To listen to saved messages Press 2 3 After you have listened to a new message the message becomes an old message and is automatically deleted 36 hours after it was first played On VoiceMail Pro systems your system administrator can set the length of time for which messages are stored before they are automatically deleted Check with your system administrator to find out if the message storage time has been changed 4 To leave voicemail hang up The sections that follow describe the features that you can use when you have logged into your mailbox IP Office Mailbox Page 7 IP Office 15 601131 Issue 11a 06 July 2009 1 2 Logging in to Your Mailbox From a Different Location If you regularly need to log into your mailbox from places other than your office desk you can ask your system administrator to enable remote access for your mailbox When this has been done you can log in from an extension number that is not your own To log into your mailbox from a different location 1 Dial your extension number 2 When you hear your voicemail greeting press 8 You are asked for your access code if you have set one 3 Enter your acces
19. red by your system administrator Contact your system administrator if you need to find out how long a saved message will be retained on your system For more information see Saving a Message 154 e Forward the message to a different extension For more information see Forwarding a Message to a Different Extension 18 amp e Repeat the message you are listening to e Skip to the next message e Call the person who has left the message e Fast Forward Rewind and Pause Messages After you have listened to a message once its status changes to old You can still listen to old and saved messages whenever you like For more information see Listening to Old and Saved Messages 154 IP Office Mailbox Page 14 IP Office 15 601131 Issue 11a 06 July 2009 Listening to Messages 3 1 Listening to New Messages When you have logged into your IP Office mode mailbox you hear an announcement to tell you how many new voicemail messages you have if any The first of these is then played to you e Your system administrator can configure the length of time for which messages remain in your mailbox Check with your system administrator if you need to know how long messages are kept While you are listening to a message you have the following options To delete the message Press 4 For more information see Deleting a Message 167 e To save the message Press 5 For more information see Saving a Message 154 e To forward the mes
20. rides other email alerts To forward future new messages to email 1 Log in to your mailbox 2 Press 01 Future new messages received in the voicemail mailbox are forwarded to your email address IP Office Mailbox Page 19 IP Office 15 601131 Issue 11a 06 July 2009 4 6 Switching Message Forwarding Off If you have chosen a forwarding option and decide that you no longer want to use it you can switch it off To switch message forwarding off 1 During or immediately after playing the message press 6 2 Press IP Office Mailbox Page 20 IP Office 15 601131 Issue 11a 06 July 2009 Chapter 5 Setting Up Email Notifications IP Office Mailbox Page 21 i 15 601131 Issue 11a 06 July 2009 5 Setting Up Email Notifications You can have notification of new messages sent to your email address The notification can be a simple alert to tell you that you have a message or a copy of the voicemail message if required For more information see Receiving an Email Alert for a New Messagel 224 In addition when you listen to a message you can choose to forward it to your email address For more information see Forwarding a Message to Email 18 Before you can use the email options your system administrator must enter your email address in IP Office Manager Otherwise you hear the message Email is not enabled on this mailbox whenever you try to use an email option Your system administrator can tell you whether your voicem
21. s code You can now check your messages Tip e If you regularly log into 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 you log into your mailbox from a trusted location you are not asked for an 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 your access code even from your own extension 1 3 Setting up a Mailbox Access Code To protect your mailbox you can set up an access code This is particularly useful if you log in to collect your messages from a public place Login 04 Change your PIN enter current password Dd enter new password 4 Lp confirm new password 1 From your own extension dial 17 to log into your mailbox For more information see Logging in to Your Mailbox from Your Extension 7 To set up a mailbox access code 2 Press 04 to change your mailbox access code 3 Key in your current access code after the tone If you do not have one press hash 4 Key in your new access code after the tone and press 5 When you are prompted to repeat your new access code key in your new access code again and press 6 When you hear the message Your access code has now been changed hang up IP Office Mailbox Page 8 IP Office 15 601131 Issue 11a 06 July 2009 Chapter 2 Summary IP Offic
22. sage Press 6 For more information see Forwarding Voice Messages 184 e To repeat the last message Press 7 e To skip the message Press 9 e To call back the sender if internal Press To fast forward Press e To rewind Press e To pause Press O Use to restart 3 2 Saving a Message By default an old message remains in your mailbox for 36 hours To keep a message for longer you can mark a message as saved When a message is saved the message will by default remain in your mailbox for the period that has been set by your system administrator To save a message 1 Log into your mailbox 2 Press 5 to save a message as you listen to it or after you have heard it You hear a confirmation message to tell you that the message has been saved 3 3 Listening to Old and Saved Messages Once you start listening to a new message its status changes to old To listen to old messages 1 Log into your mailbox 2 Press 1 The number of old messages is announced and then each message is played To listen to saved messages 1 Log into your mailbox 2 Press 2 The number of saved messages is announced and then each message is played IP Office Mailbox Page 15 IP Office 15 601131 Issue 11a 06 July 2009 3 4 Deleting a Message After you have started to listen to a new message its status changes to old By default old messages remain in your mailbox for up to 36 hours before they are deleted as part of the voi
23. sages 15 Saved messages list Forwarding messageto 19 Saving a message 15 Short codes available by default 11 Skipping A greeting message 32 A voice message 10 Caller options 32 Code 8 From a different location 8 From a trusted location 8 From your extension 7 Mailbox greeting message 32 Switching Message forwarding on or off 20 Voicemail on off 30 Voicemail ringback on off 30 T Trusted location 8 Turning Voicemail on off 10 Voicemail ringback on off 10 Page 37 15 601131 Issue 11a 06 July 2009 IP Office Mailbox Page 39 IP Office 15 601131 Issue 11a 06 July 2009 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 Avaya 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
24. sages using either your own extension 74 or from another location 84 Your voicemail mailbox can be protected with an access code 84 If so you may need to enter your access code before you can check your messages By default your own extension is configured as a trusted location from which you don t need to enter your access code If your extension is in a public area you might want this changed so that you do need to enter your access code even from your own extension If you regularly log in to your mailbox from a location other than your own extension you can ask your system administrator to also set that location up as a trusted location 1 1 Logging in to Your Mailbox from Your Extension You can log in to your mailbox from your own telephone extension or from a different location if your system administrator has set this up for you For more information see Logging in to Your Mailbox From a Different Location 84 By default your extension will be assumed to be a trusted location which means that from your extension you can log into your voicemail mailbox without the need to enter an access code If however your extension is in a public area it is possible for your system administrator to enable the access code option For more information see Setting up a Mailbox Access Code 84 To log into your mailbox from your own extension 1 Dial 17 If this is the first time that the mailbox has been used you might be prompted to
25. save it so that it plays continuously For more information see Saving Your Greeting Message to Play Continuously 255 To save your greeting message 1 Log in to your mailbox 2 Change your message as required For more information see Changing Your Greeting Messagel 20 3 Press 3 You hear a conformation prompt to tell you that your change was saved e If you hang up before you press 3 the greeting that was previously active is used To return to the previous menu 1 Press 8 IP Office Mailbox Page 24 IP Office 15 601131 Issue 11a 06 July 2009 Setting and Changing Greeting Messages Saving Your Greeting Message to Play Continuously 6 3 Saving Your Greeting Message to Play Continuously You can set up your personal greeting message so that it plays continuously Callers cannot leave a message or press O for the reception number if one has been set Important If you choose this option you will need to record a new message when you want to stop playing the message continuously See Stopping Your Greeting Message from Playing Continuously 25 To save your greeting to play continuously 1 Log in to your mailbox 2 Press 3 for greeting messages 3 Press 4 You hear a conformation prompt to tell you that your change was saved To return to the previous menu 1 Press 8 6 4 Stopping Your Greeting Message from Playing Continuously If you have set up your greeting message to play continuously you must complete the
26. sten Access your own voicemail mailbox When pressed the screen will show the number of New Old and Saved messages Select one of those options to start playback of messages in that category Once message playback is selected the available controls change e Previous Play the previous message e Copy Copy the message to another mailbox When pressed as number of additional options are displayed Next Play the next message k i e Pre Rec Record a message that will be attached to Rewind Rewind approximately 5 the start of the message being copied seconds Targets Enter the destination for the message FFwd Step forwards approximately 5 copy seconds Done Copy the message using the targets entered Delete Delete the current message e Pause Pause the current message Press the button Save Mark the messaged as a saved again to unpause message same way as the Listen option above Message Record and send a voicemail message to another mailbox or mailboxes Change the main greeting used for callers to your mailbox If no greeting has been recorded then the default system mailbox greeting is used Main 0 Hunt group names may be displayed you have been configured for hunt group mailbox access The number of new messages in the mailbox is shown after the name Press the button to access the mailbox in the Record Record a new greeting Listen Listen to the current greeting or the new greeting just recorded Submit
27. transfer and or use can be a criminal as well as a civil offense under the applicable law Third Party Components Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements Third Party Components which may contain terms that expand or limit rights to use certain portions of the Product Third Party Terms Information identifying Third Party Components and the Third Party Terms that apply to them is available on Avaya s web site at http support avaya com ThirdPartyLicense Avaya Fraud Intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada Suspected security vulnerabilities with Avaya Products should be reported to Avaya by sending mail to securityalerts avaya com For additional support telephone numbers see the Avaya Support web site http www avaya com support Trademarks Avaya and the Avaya logo are registered trademarks of Avaya Inc in the United States of America and other jurisdictions Unless otherwise provided in this document marks identified by and SM are registered marks trademarks and service marks respectively of Avaya Inc All other trademarks are the property of their respective owners Documentation information For the most curr
28. warded to your mailbox by other mailbox users e Turn voicemail ringback on or off Dial 48 on or 49 off When this option is on ringback occurs whenever you end a call and replace the telephone handset unless another call is waiting The system rings your telephone and when you answer prompts you to log into your mailbox IP Office Mailbox Page 11 IP Office 15 601131 Issue 11a 06 July 2009 IP Office Mailbox Page 12 IP Office 15 601131 Issue 11a 06 July 2009 Chapter 3 Listening to Messages IP Office Mailbox Page 13 i 15 601131 Issue 11a 06 July 2009 3 Listening to Messages Your IP Office mode mailbox can contain the following types of message e New These are messages that have not yet been heard by you the mailbox owner e Old As soon as you start listening to a message the status of the message changes to Old e Saved While you listen to a message you may request that the message be saved When you have logged into your mailbox you hear an announcement to tell you the number of new messages that you have in your mailbox The first of the new messages is then presented For more information see Listening to New Messages 184 While you listening to your messages you can e Delete the message that you are listening to For more information see Deleting a Message 164 e Save the message so that it is retained for the period defined for saved messages On a VoiceMail Pro system this can be configu
29. x greeting message 32 e Transfer to a Covering Number 32 gt Press a key to be transferred to a covering number for example reception For this option to be available your system administrator must set up a voicemail reception number for you 8 1 Skipping a Mailbox Greeting Message When you call an extension and are directed to voicemail you can skip past the greeting message and go straight to the tone that indicates when to leave your message To skip a mailbox greeting e Call the extension number e As soon your call is answered press 2 to skip the greeting You then hear the tone after which you can record your message 8 2 Transferring to a Covering Number Callers to you mailbox can be allowed to transfer to another number while listening to your mailbox greeting They do this by pressing O IP Office 5 0 also allows additional transfer numbers to added for if the user presses 2 or 3 The numbers to which the callers are transferred can be configured by your system administrator Alternatively if you also use IP Office Phone Manager you can configure the transfer destination numbers yourself If you have transfer destination numbers configured you should mention them in your mailbox greeting 244 If your transfer destination is does not answer and the call goes to voicemail it will return to your mailbox IP Office Mailbox Page 32 IP Office 15 601131 Issue 11a 06 July 2009 Chapter 9 Visual Voice IP Offi
30. y default the voicemail system alerts when you have a voicemail message by ringing your telephone the next time you end a call and replace the handset You can choose whether to have this voicemail ringback option on or off For more information see Switching Voicemail Ringback On or Off 305 7 1 Switching Voicemail On or Off When voicemail is switched off the system prevents callers from being forwarding to your mailbox when you are on the telephone or do not answer This option does not prevent messages from being forwarded to your mailbox by other mailbox users To switch voicemail on or off e Dial 18 on or 19 off You hear two confirmation beeps 7 2 Switching Voicemail Ringback On or Off When voicemail ringback is on your telephone rings whenever you end a call and replace the handset unless another call is waiting The system rings your telephone and when you answer prompts you to log in to your mailbox You can choose to switch this option on or off To switch voicemail ringback on or off e Dial 48 on or 49 off You hear two confirmation beeps IP Office Mailbox Page 30 IP Office 15 601131 Issue 11a 06 July 2009 Chapter 8 Options for Mailbox Callers IP Office Mailbox Page 31 i 15 601131 Issue 11a 06 July 2009 8 Options for Mailbox Callers When calling a mailbox you may be able to use the options listed below Similarly callers reaching your mailbox can use these options e Skip the mailbo
31. your system administrator must enter your email address against your mailbox name in IP Office Manager Otherwise you hear the message Email is not enabled on this mailbox If this option is enabled you can forward a voice message to your email inbox To forward a message to email 1 During or immediately after playing a message press 6 2 Press 1 The message is forwarded to your email address To return to the previous menu or to cancel message forwarding 1 Press 4 2 Forwarding a Message to a Different Extension You can forward a message to a different extension or to several extensions at the same time To forward a message to a different extension 1 During or immediately after playing a message press 6 2 Press 2 3 Enter each extension number followed by a 4 Press again to finish For example e To forward a message to extensions 201 202 and 203 key in 201 202 203 e To forward a message to extension 201 only key in 201 To return to the previous menu or to cancel message forwarding 1 Press IP Office Mailbox Page 18 IP Office 15 601131 Issue 11a 06 July 2009 Forwarding Voice Messages Forwarding a Message to a Different Extension 4 3 Forwarding a Message with a Message Header Before you forward a message you can record a message of your own as a header to the message that you are forwarding For example you might add a header message to explain to the recipient why you are forwarding it to th
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