Avaya IP Office Phone Manager User manual

15-601131 Issue 11a - (06 July 2009)
IP Office Mailbox Mode User Guide
IP Office

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15-601131 Issue 11a (06 July 2009)IP Office
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Contents
Contents
Logging in to Your Mailbox1. ..................................................................... 71.1 Logging in to Your Mailbox from Your Extension
..................................................................... 8
1.2 Logging in to Your Mailbox From a Different
Location ..................................................................... 81.3 Setting up a Mailbox Access Code
Summary2. ..................................................................... 102.1 Mailbox Options
..................................................................... 112.2 Voicemail Help Menu Options
..................................................................... 112.3 Default Short Codes
Listening to Messages3. ..................................................................... 153.1 Listening to New Messages
..................................................................... 153.2 Saving a Message
..................................................................... 153.3 Listening to Old and Saved Messages
..................................................................... 163.4 Deleting a Message
Forwarding Voice Messages4. ..................................................................... 184.1 Forwarding a Message to Email
..................................................................... 184.2 Forwarding a Message to a Different Extension
..................................................................... 194.3 Forwarding a Message with a Message Header
..................................................................... 19
4.4 Forwarding a Message to Your Saved Messages
List ..................................................................... 194.5 Forwarding Future New Messages to Email
..................................................................... 204.6 Switching Message Forwarding Off
Setting Up Email Notifications5. ..................................................................... 225.1 Receiving an Email Alert for a New Message
..................................................................... 225.2 Switching Email Forwarding and Alerts On or Off
Setting and Changing Greeting
Messages
6.
..................................................................... 246.1 Listening to Your Greeting Message
..................................................................... 246.2 Saving Your Greeting Message
..................................................................... 25
6.3 Saving Your Greeting Message to Play
Continuously
..................................................................... 25
6.4 Stopping Your Greeting Message from Playing
Continuously ..................................................................... 266.5 Changing Your Greeting Message
..................................................................... 276.6 Changing Hunt Group Greeting Messages
Mailbox Administration7. ..................................................................... 307.1 Switching Voicemail On or Off
..................................................................... 307.2 Switching Voicemail Ringback On or Off
Options for Mailbox Callers8. ..................................................................... 328.1 Skipping a Mailbox Greeting Message
..................................................................... 328.2 Transferring to a Covering Number
Visual Voice9. ...............................................................................37Index

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Logging in to Your Mailbox
Chapter 1.

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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 messages using either your own
extension or from another location .
Your voicemail mailbox can be protected with an access code . 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 .
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 .
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 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 8to find out about the options that you can use.
·To listen to old messages: Press 1.
·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.
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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 access code. You can now check your messages.
Tip
·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.
To set up a mailbox access code:
1.From your own extension dial *17 to log into your mailbox. For more information, see Logging in to Your Mailbox
from Your Extension .
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.
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Summary
Chapter 2.

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2. Summary
2.1 Mailbox Options
If you call your own extension and are diverted to voicemail, you can press 8during 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.
·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.
Notes
·During a message you can also press and hold 0to pause the message. To continue playing the message, press
the button that corresponds to Rewind or Previous on the display screen of your telephone.
·Email options must enabled by your system administrator.
·VoiceMail Pro operation can be customized for some individual users and groups to provide different options.

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Summary: Mailbox Options
2.2 Voicemail Help Menu Options
You can press 8at 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.
**
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.
·Log into your mailbox from your own extension: Dial *17.
·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 forwarded to your mailbox by other mailbox users.
·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.

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Listening to Messages
Chapter 3.

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3. Listening to Messages
Your IP Office mode mailbox can contain the following types of message:
·New
These are messages that have not yet been heard by you, the mailbox owner.
·Old
As soon as you start listening to a message, the status of the message changes to Old.
·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 .
While you listening to your messages you can:
·Delete the message that you are listening to. For more information, see Deleting a Message .
·Save the message so that it is retained for the period defined for saved messages. On a VoiceMail Pro system this
can be configured 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 .
·Forward the message to a different extension. For more information, see Forwarding a Message to a Different
Extension .
·Repeat the message you are listening to.
·Skip to the next message.
·Call the person who has left the message.
·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 .
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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.
·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 .
·To save the message: Press 5. For more information see, Saving a Message
·To forward the message: Press 6. For more information see, Forwarding Voice Messages .
·To repeat the last message: Press 7.
·To skip the message: Press 9.
·To call back the sender (if internal): Press **.
·To fast forward: Press #.
·To rewind: Press *.
·To pause: Press 0. 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 5to 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.
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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 voicemail 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.

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Forwarding Voice Messages
Chapter 4.

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4. Forwarding Voice Messages
Messages can be forwarded to another location.
During or immediately after playing a voice message you can choose to forward it:
·To email. For more information, see Forwarding a Message to Email .
·To other extensions. For more information, see Forwarding a Message to a Different Extension .
·To your saved messages list. For more information, see Forwarding a Message to Your Saved Messages List .
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 .
4.1 Forwarding a Message 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 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:
·To forward a message to extensions 201, 202 and 203, key in: 201#202#203##
·To forward a message to extension 201 only, key in: 201##
To return to the previous menu or to cancel message forwarding:
1.Press #.
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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 them.
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 .
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 5after 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.
·If you choose this option, the messages are not stored in your voicemail mailbox.
·This option overrides 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.
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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 #.