User mailbox configuration

Last Updated : Sep 25, 2020 |
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Embedded voicemail creates a mailbox for each user on the system. Direct calls to a user are routed to their mailbox whenever the user's extension is busy or does not answer within the user's No Answer Time. This includes calls that are forwarded to another internal destination. This chapter describes how to configure an individual user's mailbox by configuring the user settings in IP Office Manager. An individual user's mailbox can also be configured through the mailbox and system short codes (see the IP Office Embedded Voicemail User Guide for more information).
User mailbox features include:
  • Message Waiting Indication – If supported by the user's current telephone, the user will receive message waiting indication whenever their mailbox contains new messages. The type of message waiting indication will depend on the telephone.
  • Mailbox access – The standard default short code (*17) can be used to access an extension's associated user mailbox. Other methods of mailbox access can be configured.
  • Visual Voicemail — The MESSAGES button on phones is configured by default to access visual voicemail.
  • Ringback – Embedded voicemail can be set to ring the user whenever they have new messages in their mailbox. This ringback is triggered after the completion of a call at the user's extension. Ringback from a hunt group mailbox containing new messages may also occur if the user is configured to receive hunt group message waiting indication.
  • Voicemail on or off – Sending calls to the user's mailbox can be switched off. Note however that this does not stop other methods of leaving messages directly in the user's mailbox.
  • Access code – An access code can be assigned to the mailbox. Anyone accessing the mailbox must first enter this code before they can collect messages. The access code can be reset by the user once they are in their mailbox.
  • Reception/DTMF breakout numbers – Options can be configured that allows callers to dial 0, 2 or 3 when they hear the mailbox greeting to be transferred to another number rather than leave a message. For example, dial 0 to be transferred to the receptionist. When used, these features should be announced in the mailbox greeting. The breakout numbers can be defined at the system level for application to all mailboxes or separately at the individual user level.
  • Announcements – Embedded voicemail allows announcements to calls waiting to be answered by users. This is similar to the announcements provided for hunt groups, with announcements being played to callers waiting to be answered. Due to the overlap of various timeouts, the use of user announcements is not recommended in conjunction with forwarding and voicemail.
  • Voicemail Email – A user can have notification of new messages sent to their email address. The notification can be a simple alert to tell them they have a new message or the voicemail message can be sent if required. See Configuring voicemail email integration for more information.
Related links
Changing a user's voicemail configurationUser Voicemail SettingsConfiguring voicemail email integrationAnnouncementsUsing pre-recorded names, greetings and announcementsOther Mailbox Message Waiting IndicationEditing a User's Trusted Locations