How to setup Hosted Voice Mail Box

Creating a New Standard Mailbox

1.  Click the Services tab in the Main Menu.

 

2.  Click Mailboxes in the left side menu.

•	If needed, Click the carat  ( v ) to expand the menu.

 

3.  Select Standard from the submenu.

The Standard Mailboxes screen is displayed.

4.  Click the New Standard Mailbox Button.

The New Standard Mailbox screen is displayed.

General Settings

Complete the General Settings fields, using the table below as a guide.

Field	Details
Mailbox Number	Enter a mailbox number to uniquely identify the mailbox. For standard extensions, it is generally the same number as the extension associated with it. For broadcast mailboxes, it may be another number used for announcement purposes only.
Name (for Directory)	Enter the name of the person or mailbox associated with this mailbox.   NOTE: Do not use any special characters in this field.
Password	The password is the same as the mailbox number by default. It is common practice to set up the mailbox this way, and prompt users to change their password once they have recorded their greetings. • NOTE: When the password is the same as the mailbox number, the user will hear the voicemail setup wizard each time they log in to their voicemail.
Confirm Password	Enter the password once again to confirm.
NOTE: See Changing Passwords to reset an existing user's mailbox password.

Recordings & Greeting

Messages can be recorded through a phone handset or prerecorded audio files can be uploaded to the system. The following types of messages can be set up for a Mailbox:

Message Type	Description
Unavailable	This message is played if the call isn't answered or the endpoint is offline.
Busy	This message is played if the line is in use.
Your Name	Record your name to use for the Company Directory, Personal Assistant for Find Me, and if you didn't create an Unavailable Message.

 

 

Recording a Message (Phone Handset)

This can be done directly from the phone or by using the Recordings and Greeting screen options.

 

Recording a message from the phone:

1.  Enter * + your mailbox number on the phone dial pad.

 

2.  Select the option to modify your greeting.

 

3.  Follow the voice prompts to record a message.

 

Recording a message from the Recordings and Greeting section:

1.  Enter a name or extension in the selection box

 

2.  Click the Record button for a message type.

The system will dial the extension. 

 

3.  Pick up the handset, and follow the voice prompts to record a new message.

 

4.  Repeat for each type of message.

 

5.  Click Save at the bottom of the Mailbox screen when finished.

 

Uploading a Greeting

1.  Enter a name or extension in the selection box.

 

 

2.  Click the Select File button for a message type.

The File Upload window will be displayed. 

 

3.  Select the audio file, then click the Open.

NOTES: 

•	Audio file must be .wav or .mp3

•	Audio files cannot be larger than 10 MB.

 

4.  Click Save at the bottom of the Mailbox screen.

 

Reviewing a Greeting

1.	To listen to a greeting, click the Play button next to the message or name.

2.	The system will dial that extension.

3.	Answer the call to hear the greeting.

Setting Email/SMS Notifications

You can configure the system to send notifications, via email and/or SMS, for each message left in your voice mailbox. Email notifications include an audio file of the voice message and SMS messages are notifications only (without the audio file).

1.	To specify an email address to notify, enter that address in the Email to notify field.

▪	NOTE: The Email to Notify supports multiple email addresses, separated by commas.

2.	To specify a SMS address to notify, complete the SMS to notify field.

•	The SMS address must be specified in the carrier's format. Most US carriers use the format "10DigitNumber@CellCarrier.com" for SMS-to-text capable cell phones; for example 9995551212@CellularCo.com

•	Do not include dashes, spaces, or other characters in the SMS address string.

•	Separate multiple address with a comma.

Carrier Name	SMS Address Format
Alltel	10digitphonenumber@message.alltel.com
AT&T (formerly Cingular)	10digitphonenumber@txt.att.net
Bell Canada	10digitphonenumber@txt.bellmobility.ca
Boost Mobile	10digitphonenumber@myboostmobile.com
Cellular South	10digitphonenumber@csouth1.com
Centennial Wireless	10digitphonenumber@cwemail.com
Cincinnati Bell	10digitphonenumber@gocbw.com
Metro PCS	10digitphonenumber@mymetropcs.com or 10digitphonenumber@metropcs.sms.us
Nextel	10digitphonenumber@messaging.nextel.com
Qwest	10digitphonenumber@qwestmp.com
Rogers	10digitphonenumber@pcs.rogers.com
Sprint Nextel (formerly Sprint)	10digitphonenumber@messaging.sprintpcs.com
Suncom	10digitphonenumber@tms.suncom.com
T-Mobile	10digitphonenumber@tmomail.net
Telus	10digitphonenumber@msg.telus.com
US Cellular	10digitphonenumber@email.uscc.net
Verizon	10digitphonenumber@vtext.com
Virgin Mobile USA	10digitphonenumber@vmobl.com

 

3.  Click Save at the bottom of the Mailbox screen.

 

Mailbox Options

1.  Select the standard mailbox options as needed:

Field	Details
Dial During Announcement	Allows the caller to redirect their call by dialing an extension during the announcement
Skip Voicemail Instructions	The caller will hear the user's greeting, followed by a beep. The instructions for leaving a message will not be played.
Announcement Only	Play the Busy message and then return to the beginning of the calling Auto Attendant. NOTE:  Callers will not have the option to leave a message.

 

2.  Click Save at the bottom of the Mailbox screen.

Advanced Settings

1.  Select the advanced mailbox options as needed:

Field	Details
Hide from Directory	The mailbox will not be search-able through the Company Directory feature.
Delete Voicemail	Specify how long a voice message is stored before it is automatically deleted by the system. If No is selected, the message is stored for 180 days - the system default.
Timezone

 

2.  Click Save at the bottom of the Mailbox screen.

Editing a Standard Mailbox

1.  Click the Services tab in the Main Menu.

 

2.  Click Mailboxes in the left side menu.

•	If needed, Click the carat  ( v ) to expand the menu.

 

3.  Select Standard from the submenu.

The Standard Mailboxes screen is displayed.

4.  Click the Edit Icon for the Mailbox to edit.

The Mailbox Detail screen is displayed.

 

5.  Edit settings as needed using the steps for Creating a New Standard Mailbox, above.

 

6.  Click the Save button at the bottom of the screen.

 

Deleting a Standard Mailbox

1.	From the Mailboxes screen, click the Delete link to the right of the mailbox.

2.	Confirm to delete the Mailbox.