Every hosted extension account has a voicemail system included with it and it's is enabled by default. There are various different settings that dictate how your voicemail works and a couple of different ways to access it. We also provide a group voicemail function for shared mailboxes, designed for use with hunt groups and incoming numbers were several users may answer.
Configuring Voicemail Options in your Portal
The first setting we will look at is how your voicemail notifies you once someone leaves a message for you. Once you log into your portal either as an admin, reseller (and assuming the identity of a customer), or customer, navigate to Account Management and then Voicemail. Please note, the Voicemail widget may appear in a different menu, this depends on your portals custom layout.
The first thing we need to do is select the account we are going to configure the voicemail settings on. If you have set a Label on the SIP account (in the SIP Accounts widget), this will make it easier to distinguish which account is which as otherwise, it will display the account number.
Once selected, you can up load a outgoing voicemail message that will be played if the voicemail is reached by a caller. You can do this by selecting Choose File and navigating to the appropriate .WAV or .MP3 on your computer.
Next, is the Voicemail to email drop down menu. This contains the following options:
- None - Select this to only be notified on the handset, the recording is stored on the media server.
- Forward – Select this to send a voicemail recording to the external email and to delete it from the Media Server.
- Copy – Select this to send a voicemail recording to the email while a copy remains on the Media Server.
- Notify – Select this to send only a notification to the email while the voicemail recording remains on the Media Server.
Once you have selected an option where a email will be sent, an additional box will appear giving you the opportunity to enter a destination email address.
You may notice that out portal has the descriptions of each action in the widget, however this may not be shown on all portals due you your custom settings.
Now, you might wonder, "when will a call be forwarded to my voicemail?". By default, if you are on a call or your handset is unregistered, an incoming call will go directly to your voicemail. Your handset will also forward a call to voicemail if it has rung for 30 seconds without be answered or picked up by someone else. Again, 30 seconds is the default value. If you wish to change this value, or any other personal forwards you may wish to have, navigate to the Call Forwarding Rules widget. This is normally under Call Management but may be in a different section due to your portals custom layout. Also, you may force a call to your voicemail while your handset is ringing by pressing the "Reject" soft key on the handset.
Here, you can edit the default timeout, which basically means "Ring for xx seconds" before forwarding, either to voicemail (by default) or a setting you may wish to add here. Please note that the Default Timeout is only displayed for accounts that are registered. There is also a new widget this is due to be released which combines this function with other widgets.
Accessing and Configuring Voicemail on your Handset
If your handset has been auto provisioned, the Envelope key (Voicemail) will be configured to dial directly into your voicemail account. You can also use the feature code *98. When pressed, you will be advised if you have any messages, then there will be several prompts you can follow to record your outgoing message, listen to saved messages, delete messages, change you pass code etc. We recommend that you listen to each menu in its entirety before making a selection. We strongly advise you to change your voicemail pass code here too.
Once you have accessed the voicemail menu (either by pressing the envelope key or dialing *98), the options are announced as follows:
- Listen to voice messagesPlays messages4. Repeat Message5. Date & Time of message is announced7. Delete Message9. Save Message* (star). Exit to previous menu
- (No Option)
- Personal Options2. Administrative Options 1. Change Password 3. Change Prompt Level 4. Date & Time Announcement 6. Autoplay * (star). Exit to previous menu 3. Personal Greetings 1. Extended Absence Greeting 2. Personal Greeting 3. Recorded Name * (star). Exit to previous menu