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Avaya IP Office Voicemail, User Manual

Avaya IP Office Voicemail User Manual is a comprehensive guide designed to help users make the most of this powerful communication tool. Easily downloadable and completely free, it provides step-by-step instructions for configuring and utilizing the system's voicemail features. Enhance your communication experience with Avaya IP Office Voicemail User Manual, available for download from manualshive.com.

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Page ii

Voicemail

 Page ii

IP Office

40DHB0002USAV Issue 4 (12/10/2001)

Voicemail............................................................................................................... 3

Introduction to Voicemail ............................................................................................................................ 3
Voicemail Pro ............................................................................................................................................. 3

Installation............................................................................................................. 4

Voicemail Server Installation Requirements............................................................................................... 4
Installation .................................................................................................................................................. 5
PBX Configuration ...................................................................................................................................... 6
User Configuration...................................................................................................................................... 7
User Source Number Configuration ........................................................................................................... 8
Hunt Group Configuration........................................................................................................................... 9

Queuing....................................................................................................................................................................10

The Voicemail Lite Console...................................................................................................................... 10

Using Voicemail.................................................................................................. 11

Call Routing .............................................................................................................................................. 11
Accessing Voicemail................................................................................................................................. 11
Voicemail Help Menu................................................................................................................................ 12
Dialpad Key Commands........................................................................................................................... 13
Change a Greeting Message.................................................................................................................... 14
Forwarding Options .................................................................................................................................. 15
Voicemail Reception................................................................................................................................. 16
Transfer a call to Voicemail ...................................................................................................................... 16
Integration with Email ............................................................................................................................... 16
Using Voicemail to Give Error Messages ................................................................................................. 17

Accessing Voicemail Remotely......................................................................... 18

Remote Access Voicemail Code .............................................................................................................. 18
Access from Another Extension ............................................................................................................... 18
Direct Access from Any Extension for All Users....................................................................................... 18
Direct Access from Any Extension for a Specific User ............................................................................. 18
Direct Access from an Extension Recognized by the Voicemail Server................................................... 18
Accessing Voicemail from an External Location....................................................................................... 19
Direct Access from an External Location Recognized by the Voicemail Server....................................... 19

Hunt Groups........................................................................................................ 20

Hunt Group Voicemail .............................................................................................................................. 20
Accessing Hunt Group Voicemail ............................................................................................................. 20
Voicemail Ringback .................................................................................................................................. 20
Out of Hours ............................................................................................................................................. 20
Edit Hunt Group Greeting Messages........................................................................................................ 21

Queuing....................................................................................................................................................................21

Glossary of Terms .............................................................................................. 22
Index .................................................................................................................... 23

Contents

Summary of Contents for IP Office Voicemail

Page 1: ...IP Office Voicemail 40DHB0002USAV Issue 4 12 10 2001 ...

Page 2: ... Reception 16 Transfer a call to Voicemail 16 Integration with Email 16 Using Voicemail to Give Error Messages 17 Accessing Voicemail Remotely 18 Remote Access Voicemail Code 18 Access from Another Extension 18 Direct Access from Any Extension for All Users 18 Direct Access from Any Extension for a Specific User 18 Direct Access from an Extension Recognized by the Voicemail Server 18 Accessing Voi...

Page 3: ...Automatic Message Deletion Messages are automatically deleted from the server 24 hours after being played unless set as saved by the mailbox user Voicemail Pro Voicemail Pro supports all the features of the standard Voicemail Lite Sever It also supports a range of additional features including Installation as an NT Windows 2000 service Variable maximum message length Support for a server password ...

Page 4: ... messages consume about 1MB of disk space per minute For a small office you can expect to require at least 200 minutes of message recording space ie 200 MB For a busy environment you can expect to require at least 1 000 minutes of message recording space ie 1Gbyte Email Connection If the Voicemail Server PC has a MAPI compliant email client program that program can be used for voicemail to email f...

Page 5: ...Add a shortcut to the vmlite exe file to the PC StartUp folder Then restart the PC 5 Following the restart the Voicemail Console should be visible in the Taskbar If you open the Voicemail Console is should show a series of messages as it communicates with the PBX and sets up mailboxes for the users and groups on the PBX For details of the Voicemail Console screen see The Voicemail Lite Console on ...

Page 6: ... and then the Voicemail tab Check the following settings Voicemail Type Select PC for Voicemail Lite operation Voicemail Destination Not used for Voicemail Lite Voicemail IP Address Enter the IP address of the PC on which the Voicemail Server is running This may be set to 255 255 255 255 a broadcast address if there is only one Voicemail Server on the network Voicemail Password Confirm Password On...

Page 7: ...n or to an external number eg a cell phone Enter here the telephone number to be used The User should announce this facility in their greeting message eg John Smith is not available today you may leave a message or press 0 for Reception Note that this transfer is a blind transfer and if reception is busy with no call queuing configured the caller will have no further options and will be put throug...

Page 8: ...is configured with their extension as a trusted location which enables them to dial 17 default from their own extension to collect Voicemail messages H Voicemail Ringback for a Hunt Group To instruct the Voicemail Server to call the user when a new message has arrived for a Hunt Group prefix the Hunt Group name with a H eg HSales P Voicemail Ringback to any location To instruct the VoiceMail Serve...

Page 9: ...e Voicemail message is received by the email application as a wav file and played through the speakers of the PC Voicemail On Default On Each Hunt Group can use Voicemail to collect group related messages Use this option to turn this feature on or off Voicemail Help Default Off When retrieving Voicemail messages users can be given a recorded message helping them to use the Voicemail facility For h...

Page 10: ...s feature defines the time in seconds the caller will be held in the queue before being passed to the Overflow Group If all extensions in the Overflow Group are also busy the caller will be returned to the queue If an Overflow Time is not specified calls will be passed directly to the Overflow Group and the queuing facility will not be used The Voicemail Lite Console The Voicemail Lite Console all...

Page 11: ...il by the user At any stage while listening to Voicemail messages the user can ask for online help by pressing 8 A user can turn Voicemail and Voicemail Ringback on or off via Phone Manager or using the default short codes as follows 18 To turn Voicemail on 19 To turn Voicemail off 48 To turn Voicemail ring back on 49 To turn Voicemail ring back off Accessing Voicemail Voicemail can be accessed fr...

Page 12: ...eeting 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 while listening to the message internally only 01 Direct all messages to email 02 Send email notification 03 Turn off email functions 04 Change your access code Additional features not announced Re...

Page 13: ...7 to repeat current message 8 Dial 8 for help and to escape from message replay 9 Dial 9 to skip current message 10 Dial to rewind message 11 Dial to fast forward message When Recording Altering Greetings Hunt Groups will first hear 1 Dial 1 to review standard greeting message 2 Dial 2 to review out of hours greeting message 3 Dial 3 to review you are waiting in a queue message 4 Dial 4 to review ...

Page 14: ...2 you can record a new greeting message You will be asked to speak after the tone and then press 2 at the end of the message The system will see the 2 as the end of message and return to the menu where you can press 1 to hear the new message and then press 3 to make the recording active If you do not wish to use the recording you can rerecord it or just hang up and the previous greeting will still...

Page 15: ...f Voicemail Email has not been configured Forward message to other extensions To forward the current message to other users press 2 You will be prompted to supply the list of extensions Separate each extension with a and finish with another eg To forward a message to extensions 201 202 and 203 key in 201 202 203 To forward message to extension 201 only key in 201 Prepend a header message To forwar...

Page 16: ...er PC as WAV files and these files can be sent to an email account The email address should be entered in the Voicemail Email parameter in the Voicemail tab of the User s configuration form in the Manager program It is possible to forward your Voicemail messages to an email account This can be done for all messages or on individual selection It is also possible to control this forwarding remotely ...

Page 17: ...o record the message and give this user a Voicemail Code eg Name Barred Full Name Internal calls error message Extension 403 2 Use a short code to access the user s Voicemail to enable you to record the message eg Short Code 95 Telephone Number Barred Line Group ID 0 Feature VoicemailCollect 3 Record a new greeting message for the above user eg International calls are not permitted and save as a C...

Page 18: ...s Line Group ID 0 Feature VoicemailCollect Any user can now dial 98 from any extension They are prompted for their mailbox number extension number and Voicemail Code Direct Access from Any Extension for a Specific User To use this facility a short code must be created eg Short Code 98 Telephone Number Extn201 Line Group ID 0 Feature VoicemailCollect The user Extn201 can now dial 90 from any extens...

Page 19: ...ailbox number extension number and Voicemail Code Direct Access from an External Location Recognized by the Voicemail Server If a user regularly accesses his mailbox from the same location this number can be set up as a trusted location In the Source Numbers tab of the User form in the Manager program add an entry V followed by the telephone number eg V7325551234 When the users dials the number se...

Page 20: ...at have been received by the Hunt Group If this extension is not a member of the Sales Hunt Group the user is asked to enter the Voicemail Code See User Source Number Configuration on page 8 Out of Hours You may only require Voicemail during the evenings or at weekends but not during normal office hours This is possible by using Hunt Groups which can be switched into different operational modes au...

Page 21: ...ollows all of the above options 1 Hear your greeting message 2 Change your greeting message 3 Save your greeting message 4 Save your greeting message for playing on a continuous loop After pressing 2 to change the message you will be prompted to press 2 again when you have finished recording You will then be returned back to the menu to enable you to hear the new message rerecord or save the messa...

Page 22: ...itecture WOSA Allows programs and devices to send emails via email clients if those client support MAPI Trusted Location A number that has been entered into the user s Source Numbers as a location from which they want to access their mailbox without being asked to enter their voicemail code This can be an internal extension or an external number Glossary of Terms ...

Page 23: ... 9 Hunt Groups 20 I Installation 5 Integral 6 IP Address 4 6 L Line 6 Loop Greeting 14 M Mailbox Greeting 14 MAPI 4 Message storage 11 N Network 4 New messages 11 number of users 4 O Off 7 On 7 9 10 Operating system 4 Overflow Time 10 P Password 3 6 PBX 6 PC 4 6 Pentium 4 Pro 3 Q Queue Messages 21 Queue Ring Time 21 Queuing 10 21 Queuing On 10 R Reception 7 16 Remote Access 18 Ring Time 10 Ringbac...

Page 24: ...ther protective rights of Avaya or others Intellectual property related to this product including trademarks and registered to Lucent Technologies has been transferred or licensed to Avaya This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements Any comments or suggestions regarding this document should be sent to gs...

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