# VM Mailboxes

## Purpose

The VM Mailboxes form is used to add and delete voice mailboxes, edit mailbox settings and edit call flows. Use this form when performing the following tasks:

- Program Embedded Voice Mail

- Programming Mailboxes

- Programming Embedded Unified Messaging

- VM Ports

- Programming Call Flows

For more information:

- About Voice Mail

- About Mailboxes

- Voice Mailbox Default Settings

- Administrator's Mailbox

- Call Flows

## Conditions

- Any Multi-Device
  This Service Level indicates that the directory number (DN) is assigned to a user that has only basic telephony functionality (e.g., emergency or attendant calls) until programmed as a member of a Multi-Device user group or suite. The DN does not use an IP User License. However, the group or suite has a Multi-device Users or Multi-device Suites license which one person can use at a time in order to receive full telephony service. DN can be programmed as a voice mailbox.

- Call Flows (applicable only to Container-based MiVoice Business (cMiVB) deployments) can be enabled or edited for individual mailboxes through the call flow icon (branched tree) present on the left of a mailbox.

CAUTION: When using Networked Voice Mail, do NOT change the information in this form unless directed by Mitel Product Support. Always use the User and Services Configuration form to manage local Networked Voice Mail users. To manage Networked Voice Mail users from the User and Services Configuration form, RDN Synchronization must be supported in the network.

## Field Descriptions

Parameter | Description | Default Value
Mailbox Number | Enter a mailbox number for this extension. The mailbox number is usually the same as the mailbox subscriber's extension number. You cannot use mailbox numbers with a leading digit of 0 (reserved for operator). NOTES The mailbox length can be changed using the Administrator's Mailbox. The maximum length is seven digits (same as the maximum for extension numbers). Mailbox numbers with a leading digit of 9 can be used. On a bilingual system, you cannot use the number assigned to the Language Mailbox. | Blank
Name | Enter a name up to 21 characters long to identify the user of the mailbox. Follow the order (first name first or last name first) selected for Directory Voice Prompt in the Voice Mail Options form. Use a comma to separate the first and last names. The comma counts as a character and only one is allowed. Spaces are allowed. This parameter can also be changed using the Administrator's Mailbox. NOTE: Only the first six characters in the name are used in the personnel directory (Mailbox 9). | Blank
Extension Number | Enter the extension number where calls to this mailbox are to be directed. This is normally a 2- to 4-digit extension number but can be up to seven digits long. Do not use the following number: 0 (reserved for the operator). This parameter can also be changed using the Administrator's Mailbox. | Blank
Passcode | The minimum length for the passcode is specified by Minimum Mailbox Passcode Length and the maximum length is 10. The system requires users to enter their current passcode to retrieve their messages. The passcode is masked (displayed as asterisks) for privacy reasons and cannot contain the characters * or #. This parameter can also e changed using the Administrator's Mailbox. NOTES 53xx phone supports only up to 6 digits in VVM (Visual Voice Mail). The default passcode is all 1s (ones). Only the mailbox user should change the default passcode. The system automatically prompts users to record their name and permanent greeting the first time they access their mailbox. The system continues to prompt users until they change the default passcode. If a user forgets their passcode, it can be reset by entering the default code (all 1s) or by entering a new code. Entering a new code here saves users from having to record the greeting again. Tell users the new code and remind them to change it to secure their mailbox. You can log in to the voice mailbox, but cannot perform actions unless the voice mailbox is initialized by changing the default password. | All 1's
Mailbox Type | Select a mailbox type. Extension - the mailbox type usually associated with an extension; it has the capability to record, send, and playback messages. Information - for playing informational greetings only. For example, the message (or greeting) for this mailbox could recite the company's business hours or driving directions to a company's location. This type of mailbox does not take messages. Message Only - for recording and playing back messages. It may be, but does not have to be, associated with an extension number. Message only mailboxes are for people who do not have telephones or who are frequently away from the office. Transfer Only - for playing instructions to callers to dial another number or to dial 0 to reach the company operator. This type of mailbox does not take messages. Menu Node - to set up a hierarchical menu structure for multi-level auto attendant ( MLAA) operation. In an MLAA system, callers reaching the Auto Attendant are routed from the main menu through to one or more additional sub menus until their call is answered. The system plays Business Open or Business Closed greetings for this type of mailbox and transfers callers from the mailbox to other mailboxes or extensions. Administrator - for accessing administrative functions such as recording greetings. Guest - for guests in hotels/motels with basic voice mail functionality. Front desk - for front desk staff in hotels/motels to administer guest mailboxes. This parameter can also be changed using the Administrator's Mailbox. Park and Page - used by the Auto Attendant to park incoming calls, and then page the requested party to pick up the call. Parking is initiated by the caller responding with a keypress to a prompt in the Auto Attendant greeting. The digit pressed is the number of the Park and Page mailbox as programmed in the VM Multi-Level Auto Attendants form. NOTE: The Park and Page mailbox type is unavailable for selection unless the Voice Mail Hospitality/PMS is enabled in the License and Options Selection form. | Extension
Prompt Language | Select a language for the voice mail prompts that the user of the mailbox hears. This parameter can also be changed using the Administrator's Mailbox. | System Default
Operator Extension (0) | Enter a location to which calls are to be directed when a caller presses"0" while listening to a greeting and recording prompt for this mailbox. A location can be any valid destination from 1 to 20 digits including extensions, external telephone numbers, hunt group access codes and system abbreviated speed dialing numbers. The default sends calls to Mailbox 0, the mailbox usually reserved for the company-wide operator. Specifying a destination other than the company-wide operator is useful in multi-tenant applications where one system services two or more businesses. With flexible Dial "0" destinations, each business can redirect calls to separate locations. This feature also accommodates users who want callers to transfer to a departmental secretary, rather than a company-wide operator. | Blank
Mailbox Setup | Indicates whether the user's voice mailbox is set up or not. "Enabled" indicates that the user's voice mailbox is already set up. "Disabled" indicates that the user's voice mailbox is not set up yet. When the user logs into the voice mailbox, the voice mailbox tutorial is run that guides the user with setting up the voice mailbox. | Disabled
Message Notification
Type | Select the device that the system calls to notify the mailbox user of waiting messages or select "Disabled" in the Schedule field if notification is not required. The user can receive notification at any one of five locations; an extension number, an outside number, and to three different types of pagers. This parameter can also be changed using the Administrator's Mailbox. Note: Notification must be enabled here and in the VM Options form for notification to take place. | Extension
Number | Enter a telephone number (up to 35 digits) for the voice mail system to call for user notification. Valid digits include 0 to 9, and the [*] key. This parameter can also be changed using the Administrator's Mailbox. NOTES If there is no number in the Notification Number field, notification cannot occur even if you enable it. If two mailboxes are associated with an extension and one of those mailboxes is the operator's, when that mailbox receives a new message, it is always the operator's mailbox that is notified first. If call notification is not enabled for the operator's mailbox, no call is made to the notification number. See also Using Pagers for Message Notification. | Blank
User Access | Enable this option to allow the user to change his or her pager number. If disabled, only the system administration can change the number. This parameter can also be changed using the Administrator's Mailbox. NOTE: This option does not work for guest mailboxes. | Disabled
Schedule | Select when the system notifies the user. Options are as follows: Around The Clock - notifies the user when the message arrives. Disabled - does not notify the user. Open Hours - notifies the user only during open business hours. Closed Hours - notifies the user only during closed business hours. | Around the Clock except for the operator (mailbox "0") which is Disabled.
Number of Messages
New | A read-only field that displays the number of new messages in the users mailbox. |
Saved | A read-only field that displays the number of saved messages in the users mailbox. |
Maximum | Enter a number up to 100 to specify the maximum number of messages that can accumulate in the mailbox. | 50
Delete Messages After | Specify how long a saved message can remain in the mailbox before it is automatically deleted: 15 Days - system default Never Delete - saved messages are never deleted Specific Number of Days - user defined value between 1 and 98 (enter the value in the Message Life field) NOTE: New messages can remain in the mailbox indefinitely. | 15 Days
Message Life | If you selected Specific Number of Days in the Delete Messages After field, enter a number from 1 to 98 specifying the number of days a saved message can remain in the mailbox before the system automatically deletes it. NOTE: The system deletes the message the day after it expires, unless the message was left between 0:00 to 2:00 am, in which case it is deleted on the expiration date. | Blank
Date/Time Stamp | Specify whether or not the system plays the date and time plus the priority and caller ID information prior to each message. If not played automatically the user can still hear the Date/Time stamp by pressing a key on the phone. | Play
Forward to Email
Forward To E-mail | Set to "Enable" to enable the Forward to Email feature. | Disabled
E-mail | The address to which the user's voice messages will be forwarded. NOTE: This Email address is not validated. If "Delete After Forwarding" is enabled and this Email address is invalid, the voice message will be lost. | Blank
Messages Forwarded | Set to "Always" to automatically forward all incoming voice mails to the specified Email address. Set to "Manually" to let users manually forward Emails to the specified Email address. | Manually
Delete After Forwarding | Set to "Yes" to automatically delete a voice mail after it is forwarded to the specified Email address. NOTE: Delivery to the Email address cannot be guaranteed. Enabling this option can result in message loss. | No
Embedded UM
Enabled | Choose "Enabled" to turn on Embedded Unified Messaging. The feature must also be enabled in the Embedded UM Settings form before it can be used. NOTE: Make sure that Forward to E-mail is disabled before enabling Embedded UM on a mailbox. The Embedded Unified Messaging and Forward to Email features are not compatible and must not both be enabled on a mailbox. | Disabled
IMAP Account Login | Enter an IMAP account name for this mailbox. | Blank
Password | Enter a password for the IMAP account. NOTE: If the IMAP account is Gmail: Ensure that less secure app to access your Gmail app is enabled. If you have enabled 2-Step Verification for your Google account, then enter the App password created for the Gmail account. If you have disabled 2-Step Verification for your Google account, then enter the Gmail password for your account. | Blank
Confirm Password | Enter the IMAP account password again to confirm it. | Blank
Visual Voice Mail
Visual Voice Mail Hunt Group | Specify the hunt group number that the Voice Mailbox belongs to. | Blank