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Managing Mailboxes

Personal Mailbox

Personal mailbox is assigned to a specific user and is accessible only by that user. When a caller leaves a message in the mailbox, the message waiting indicator (MWI) light turns on.

You can specify the maximum quota for the voice mailbox for every user using the portal. The default mailbox size is 10 minutes with maximum message size of 2 minutes.

Set Up Personal Mailbox for a User

Procedure

Step 1: Click Manage Site from Actions menu for the desired site on the dashboard.

Step 2: Click Personal Mailbox.

Step 3: Click Add User.

Step 4: Enter the information in the fields.

Step 5: Click the arrows at the bottom of the screen to move to next screen or to go back to the previous screen.

Step 6: Click Yes.

Set Up Personal Mailbox for a User Without an Assigned Phone

ProcedureStep 1: Created an extension for the user.Step 2: Create a Personal Mailbox for the user.

Step 3: Communicate the PIN to the user.

Users can access the configured the mailbox from any phone.

Access Personal Mailbox-Users Without an Assigned Phone

Before you begin

Collect the following information from your Customer Administrator:

Extension
PIN configured while creating the Personal Mailbox

Procedure

Step 1: Press ‘Messages’ or dial 70300 from the phone. You are prompted to enter the password.

Step 2: Ignore the prompt and press *. You are prompted to enter your ID.

Step 3: Enter your extension and press #. You are prompted to enter the password.

Step 4: Enter the PIN that is configured in the portal while creating the personal mailbox.

Step 5: Follow the voice prompts.

Reach System Operator from a Personal Mailbox

Every call is important for the organization and any unattended call can be business critical. BE4000 provides the ability where none of the calls are unattended, even when callers reach a user’s personal mailbox. You can allow a caller to dial zero (0) after reaching a user’s personal mailbox and reach the system operator.

Example—John calls his client Edward, working in the ABC organization for a query. Edward is out of office and hence John hears Edward’s personal mailbox greeting, such as “Edward is out of office. Please dial zero to reach the system operator”. John dials 0 and the system operator, Lisa’s phone rings. Lisa answers John’s call and responds to his query.

A Cisco partner can configure the system operator number during the initial site deployment. If the system operator number is not configured during the initial site deployment, you can configure it post site deployment. You can configure one of the following as system operator number:

Extension—Any extension that is configured for the site.
Direct to Voicemail—Voicemail of any extension.
Hunt Group—Any hunt group that is configured for the site.
Group Mailbox—Any group mailbox that is configured for the site.
Pilot Number—Any pilot number, such as Auto Attendant pilot number.

Configuring system operator for the site, enables all the personal mailboxes to allow its callers to dial zero for reaching the system operator.

Configure System Operator Number

BE4000 allows callers to dial zero after listening to a personal mailbox greeting and reach the system operator.

Before you begin

Ensure that you have the details of the number to be configured for the system operator.

Procedure

Step 1: Log in to the BE4000 portal.

Step 2: Click Manage Site for the desired site from the Actions menu.

Step 3: Click Setting > System Settings.

Step 4: Choose the one of the following as the system operator target type from the Target Type drop-down list:

Extension—Any extension that is configured for the site.
Direct to Voicemail—Voicemail of any extension.
Hunt Group—Any hunt group that is configured for the site.
Group Mailbox—Any group mailbox that is configured for the site.
Pilot Number—Any pilot number, such as Auto Attendant pilot number.

Step 5: Choose the number corresponding to the target type selected from the Target Number drop-down list.

NOTE: The Allow caller to dial 0 check box on the Mailbox page is checked by default for all the extensions that have voicemail enabled (or have personal mailbox configured). Hence, all the personal mailboxes allow its callers to dial zero for reaching the system operator. However, ensure that the Allow caller to dial 0 check box is not disabled for the personal mailboxes.

What to do next

Cisco Partner or Customer Administrator communicates to all the users who have voicemail enabled (or have personal mailbox configured) to record their personal greeting to include instructions on dialing zero to reach system operator. For example, the user, Edward records his personal greeting as “Edward is out of office. Please dial zero to reach the system operator”.

Group Mailbox

Group mailbox is assigned to a group of users. All members in the group have access to the group mailbox. When a caller leaves a message in a group mailbox, message waiting indicator (MWI) is not turned on. However, when members log in their personal mailbox, the mailbox menu allows the members to access the messages in each General delivery mailbox (GDM) to which the member belongs. Only one person can access the GDM at a time.

Add a New Group Mailbox

Procedure

Step 1: Click Manage Site from Actions menu for the desired site on the dashboard.

Step 2: Click Group Mailbox.

Step 3: Click Add Group Mailbox.

Step 4: Enter the information in the fields.

Step 5: Click the arrows at the bottom of the screen to move to next screen or to go back to the previous screen.

Step 6: Click Yes.

Add Users to Group Mailbox

Procedure

Step 1: Click Manage Site from Actions menu for the desired site on the dashboard.

Step 2: Click Group Mailbox.

Step 3: Click Modify Group from the Actions menu for the desired Group Mailbox.

Step 4: Navigate to Owners/Members page.

Step 5: Search for a user in the Add Members field and click Add.

Step 6: Click the arrows at the bottom of the screen to move to next screen or to go back to the previous screen.

Step 7: Click Yes.

Modify Owners of a Group Mailbox

Procedure

Step 1: Click Manage Site from Actions menu for the desired site on the dashboard

Step 2: Click Group Mailbox.

Step 3: Click Modify Group from the Actions menu for the desired Group Mailbox.

Step 4: Navigate to Owners/Members page.

Step 5: Search for a user in the Modify Owners field and click Add.

Step 6: Click the arrows at the bottom of the screen to move to next screen or to go back to the previous screen.

Step 7: Click Yes.