a) Voicemail

Basic voicemail can be set up using an Access Box and Mailboxes. This section will give you a quick way to get your computer answering your phone. For more in depth information, please see the section on access boxes and/or mailboxes. 

Create an access box using 'default data', not 'current data' and record the greeting you want callers to hear. For example "Thank you for calling ABC Company. To reach John Jones, press 1, to reach Mary smith, press 2, to reach the operator, press 0. Under Maintain, then Switch, enter that access box number as the initial box for each line.

Then, create 3 mailboxes - one for John Jones, one for Mary Smith and one for the Operator. It does not matter what mailbox numbers you use, as you can go into the access box and send the digit 1, 2, and 0 (zero) to go to any box number as a destination.

 In each mailbox, click on greetings and double click on greeting 1. If you are not doing any transferring, and just want the mailbox to take a message, do not choose a first action. Under last action, choose 'take a message'. Click on 'greeting' and record a greeting such as "You have reached the mailbox of John Jones. If you are hearing this message I am out of the office. Please leave a message at the tone and I will return your call as soon as possible." When the caller presses the (1) in your initial access box, the next thing they will hear is this recording in John Jones' mailbox. Then, they will leave a message. If you want the caller to be able to change the message they left, click on 'verify message'. To say 'Goodbye' and disconnect the call after they have left their message, enter the letter H (for hangup) in the 'after mailbox goto' field. To allow the caller back to main message to perhaps leave a message for someone else, enter your initial access box in that field.

Clicking on transfer info is where you would set up transfer information (the extension number to dial, etc.). If using call transfer, you would choose 'enable transfer' as the first action. Those settings are described in more detail in the mailbox section.

The mailbox can be set to turn on/off a message notification lamp if you are operating a pbx or phone system that utilizes those, as well as call someone on their cell phone or pager to let them know there is a new message in their mailbox.

Each mailbox can have multiple greetings. A box owner might have greeting one recorded as "If you are hearing this I am away from my desk, please leave a message". When the box owner goes on vacation, they can switch to greeting two, which could say "I am on vacation until March 3. If you require immediate assistance please contact Joe Smith at extension 310." Greetings can be set up to allow transferring to a different number for each greeting - or have a greeting that does not transfer at all - such as greeting to be used when someone is on vacation. Those greetings can be changed remotely by the box owner (if you allow it in their privilege).

If you want to allow callers to find a mailbox by the mailbox owner's name, you will use the phantom Directory feature. For example, you can have all mailboxes in one directory, or you can have multiple directories - one for sales persons, one for customer service, etc. That way the caller can choose a directory and be asked to enter the box owner's name using the touch tones on their phone.

It is also possible to remotely change ALL mailbox greetings in a given directory, by using the 'change directory' phantom box.  It is necessary to have consistency in the numbering of the greetings. You may have employees that could work from their home during a weather emergency, for example. You would then have all mailbox greetings number one go to their office extension.  All mailbox greetings number two would go to their home numbers. With a few simple touchtone entries, you can switch all your office calls to go your employees home instantly. Your customers would then never have an interruption in reaching you.