# About Mailboxes
(Embedded Voice Mail)

## Overview

MiVoice Business uses different types of mailboxes. Some are reserved for system functions and others are available for general use. Each mailbox type has different characteristics and uses.

## Reserved Mailboxes

Operator Mailbox - Mailbox 0 is reserved for the Operator's mailbox. Callers can leave messages in this mailbox if they do not know who to contact or are calling from a rotary dial telephone and cannot access menus or mailboxes.

The Operator's mailbox should be checked for new messages several times each day. The default passcode for the operator's mailbox is [11, 111, or 1111]. If the passcode length has been changed, add the appropriate number of zeros to the end of the passcode; for example, [111100].

Directory Mailbox - Mailbox 9 is used for the personnel directory. It cannot take messages. Callers use it to reach an employee by dialing the first six letters of the employee's first or last name (as defined in the VM Options form). To prevent confusion between dialing a mailbox that starts with 9 and dialing 9 for the Directory, an inter-digit timer of 4 seconds is started when the first digit entered is 9. If no other digits are entered during these few seconds, the user is transferred to the Directory.

System Administrator's Mailbox - Mailbox 99 (or 999...999999 for longer dial plans) is reserved for the system administrator. It is not associated with an extension and does not take messages. Any touch-tone telephone in your company can access this mailbox.

## Guest and Front Desk Mailboxes

Guest Mailboxes provide hotel/motel guests with basic voice mail functionality (playing messages, recording personal greetings) plus the ability to set and cancel wake-up calls their room.

The use of Guest and Front Mailboxes requires the Voice Mail Hospitality/ PMS option (see the License and Option Selection form).

A Front Desk Mailbox is used by hotel/motel staff to administer the guest mailboxes. From the Front Desk Mailbox staff can:

- set the guest mailbox to reflect guests' 'checked-in' or 'checked-out' status;

- select the language for the prompts that the guest hears when using the voice mail system;

- move a guest's mailbox from one room to another;

- assist guests who call from outside their rooms to logging in to their mailboxes;

- log in to any guest mailbox from any telephone— without a passcode— and access all the standard features;

- customize the log-in greeting for guests.

## General Usage Mailboxes

There are five types of general usage mailboxes:

- Extension

- Message-Only

- Transfer-Only

- Information-Only

- Auto Attendant Park and Page

The system administrator assigns mailbox types. Each type serves a different purpose and has its own characteristics.

## Single-Digit Mailboxes

Mailboxes 1 through 8 are referred to as single-digit mailboxes, and can be any one of the general use mailbox types.

NOTE: In a bilingual system, you cannot use the Language Toggle key as a single-digit mailbox.

They are most effective when referenced in the company greeting, so that the caller needs to enter only one number to receive the information they want or to reach the most frequently dialed extensions.

Three examples of typical uses for single-digit mailboxes follow. For the first two, assume callers hear the following company greeting, in which the numbers 1 and 2 refer to single-digit mailboxes.

"Thank you for calling ABC Industries. If you know the number of the person you wish to reach, enter it now. For a personnel directory, press 9. For business hours, press 1. To reach customer service, press 2. If you wish to speak to an operator, press 0 or hold on the line."

Examples

- After a caller enters a single digit at the greeting, the system waits to see if another digit follows. To prevent this slight pause, assign single-digit mailbox numbers that are not the first digit of other mailbox or extension numbers.

- Always add a new single digit mailbox first before changing the company greeting to refer to it.

- The language change applies to the current auto attendant session only. If the caller is returned to the voice mail system during the same call, the system will again prompt the caller to select a language.

## Menu Node Mailboxes

Callers can also leave a message for a menu node mailbox. See About Multi-Level Auto Attendants for details on menu node mailboxes and the timeout behavior.

Related Topics

- About Voice Mail

- Voice Mailbox Default Settings

- Setting up mailboxes

- Setting up Auto Attendant Park and Page mailboxes

- Administrator's Mailbox