Mailbox
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Contents |
Overview
The following image shows an overview on how to use the mailbox from a phone (a PDF version can be downloaded from http://www.pbxnsip.com/download/mailbox_en_216.pdf):
Leaving Mailbox Messages
When a user is not available, the voice mail system for that user may pick up the call. In this case the caller will hear an announcement indicating that he/she may leave a message after the tone. There are several announcement modes available:
- If the user recorded at least one personal greeting and selected one of the greetings, the PBX will use that personal greeting.
- If the user recorded his or her name, the PBX will use that name embodied in an announcement greeting.
- If there is neither a personal greeting nor a name recording, the PBX will render the number of the mailbox to the caller and offer recording of a message.
There is a maximum number of mailbox messages that can be kept in that mailbox.
- If that number is zero, the PBX will just play the announcement and not offer to record a new message. This can be useful e.g. when a user is on holiday and does not want callers to leave a message.
- If the number of messages exceeds the number of messages, the PBX will first try to delete saved messages to make room for a new message. Only if this fails, the PBX will play a message that says that the mailbox is full.
The caller does not wait until the whole message has been played. Pressing "#" will just immediately to the beep before the recording.
After leaving the message, the caller can simply hang up (the message will be delivered) or the caller can press the pound sign to access the standard message option features.
In this case the caller has three options:
- If an operator number is available, pressing "0" will send the message and connect the caller with the operator.
- Pressing "1" will delete the message. If the caller presses the "2" option after that he can leave a new message; otherwise no message will be sent.
- Pressing "2" will give the caller the opportunity to record a new message.
- Pressing "3" will make the message as urgent.
- Pressing "9" will just send the message and hang up. The user can instead also just hang up.
If the mailbox is full, the caller will hear an announcement that makes this clear. If the mailbox is full, but there are saved messages, the PBX will make room for a new message by deleting the oldest saved message.
First Call to Your Mailbox
The system administrator may assign a mailbox to your account. The mailbox will pick up messages when you are not available. The message will either be stored for telephone retrieval or forwarded as email.
To go to the voicemail system, you just dial *97 or your extension number.
The first time you call your mailbox, you will have the opportunity to record your name and a personal greeting. This name recording will be used in announcements to callers. If you choose not to record your name, your extension number will be recited to callers. You many record your name later at any time.
Picking Up Mailbox Messages
If you have a voice message in your mailbox and the message has not been forwarded to you by email, your phone should indicate that a message is waiting for you Message Waiting Indication (MWI).
Usually this is a blinking LED light. Depending on your phone type, you may be able to press the message retrieval button, which is just a shortcut for dialing the mailbox number (for example *97). The system will automatically start reading out your messages.
During message playback the following keys are available:
- "1" will start reverse playback like on a tape recorder. If pressed again, the reverse playback will be faster.
- "2" will stop/resume playback.
- "3" will start fast forward the playback. If pressed again, the playback will be faster.
- "4" will read the message again (without envelope information).
- "5" will read the message again, including the "envelope information". This means the time and caller will be included in the message announcement.
- "6" can be used to move or copy the message into one or more mailboxes (see below). You can also record a comment to the message.
- "7" will delete the message and move to the next message. The message is deleted immediately, there is no way to recover that message.
- "8" will leave the mailbox and call the number that has left the message (if that number is not an anonymous number). The PBX will prompt for verification, pressing a star will get the user back to the message readout.
- "9" will save the message in the mailbox.
- "0" will play a help text
After all your messages are played, you will hear the main menu for our voice mailbox.
Moving and Copying Messages
When the user presses "6" during the playback of a message, the PBX asks the user to enter the destination where the message should be moved. Pressing "*" in this mode clears the input, pressing it twice takes the user back to the message. The destination can be a extension, a ACD or hunt group. If the destination is a group and the user selects the copy option, the PBX will copy to message to all members of the group. When the input is complete (the account has been found), the user can pick from the following options:
- "1" will move the message and return to the message.
- "2" will ask to user to record a comment to the message. The comment will be put in front of the message. After leaving the comment the user will be taken back to the move & copy menu for the message.
- "3" will copy the message instead of moving the message, then return to the move & copy menu. The user can then enter another destination to copy or move the message to another destination.
Main Mailbox Menu
From the main mailbox menu you can listen to your messages; change the access code (Mailbox PIN) for your voice mail; or record your name or record a personal greeting.
- "1" will read new and saved messages.
- "2" makes it possible to change the PIN code for the mailbox
- "3" will ask for a new name recording. The system will ask the caller to leave a new recording and press the "#" after the recording. The recording can be verified by pressing "1" and accepted by "2". Option "3" will start the recording again, pressing "4" will delete the name greeting. Pressing "*" leaves the recording unchanged and goes back to the main menu.
- "4" will ask for a new personal greeting message. The recording is similar to the name greeting, with the exception that the personal greeting is added to the list of available personal greetings. If there are more than 5 personal greetings, the delete PBX the least recently used greeting and delete it.
- "9" will offer the available greetings. It lists all available personal greeting messages (there can be up to five) which have previously been recorded with option 4 and the name announcement. The user then can pick on of these announcements. Pressing "*" will leave the announcement mode unchanged.
- "*" will start dialing a star code from the user's extension. For example, this way you can record a new announcement for the auto attendant of the office while you are in your mailbox (e.g. from a cell phone while you are traveling).
Logging into your Mailbox
When calling your mailbox from a different phone you will hear the mailbox announcement.
The PBX assumes that you are someone who might want to leave a message. To retrieve your voice mail, just enter your access code (Mailbox PIN). If the code matches, the system will start reading out messages.
Usually a voice mailbox is set up without an access code. In this case you must call from your extension into the mailbox (by simply dialing your extension or *97). You can follow the main menu instructions to set up the access code if you choose to have one. Using an access code is normally advised.
Forwarding Messages per Email
If your system administrator has set the PBX up with your email address, you may choose to have your voicemail forwarded to your email. To turn this feature on, call *95. Ask someone to leave a message on your mailbox to check that the forwarding works. If there are problems, ask your administrator to check the email address and the settings for the email server.
Call *96 to disable the email forwarding.
