- Click on Voicemail under Features as shown above.
- Here you can configure the voicemail settings.
Explanation of the Settings
- Time until user’s mailbox picks up: This setting defines the number of seconds the system will wait before redirecting a call to a user’s mailbox when there’s been no pickup. You may override this setting in the settings for a specific extension. If you plan to use cell phones with the system, choose a longer voicemail timeout (e.g., 30 seconds), as the call setup time for a cell phone call can be lengthy and the user might need to search for the cell phone. If you do not plan to use cell phones, you can choose a shorter timeout (e.g., 15 or 20 seconds).
These next two settings allow you to specify memory capacity for voicemail messages. When configuring these settings, consider the size of your system and the information shown the table shown below.
- Maxmimum number of voicemails: This setting determines the number of messages that can be stored in a user’s voicemail box. Although this setting can be overridden by the user, a reasonable default should be set at the domain level (20 is a good default number).
- Maximum Voicemail Duration: This setting specifies the length of a mailbox message. Typically, a mailbox message should be no longer than 2 minutes.
- Voicemail PIN Digits: This setting specifies the number of digits that will be required for the voicemail PIN. Although any number larger than one digit is acceptable, we recommend you require four or five digits. See also the PIN setting in the extension account.
- Max PIN failure attempts before PBX disconnects the call: This setting allows the domain administrator to set the number of failed attempts before the PBX disconnects the call. This setting is useful when someone else tries to access your mailbox and repeatedly enters the wrong PIN. Note: This setting is currently a domain-level setting, but in the future we can extend it to the extension level if necessary.
- Require Entering Mailbox PIN: When this setting is enabled, users will be required to enter their PIN before retrieving voicemail messages. While retrieving messages should be simple, many office layouts often make it too easy for an unauthorized person to listen to another’s voicemail messages without authorization. This setting can be used to prevent this across the domain.
- Calling own extension number goes to mailbox: By default, the system will send a user to the voice mailbox if he dials his own extension. However, in some situations it is useful to have the system call the registered extension.
- Mailbox Escape Account: If the Mailbox Escape Account setting is set, a user who reaches the mailbox can press 0 to get to the account that you specify here (the user must press 0 before the beep). The number must be an internal number.
- Mailbox Direct Dial Prefix: This setting allows users to call directly into their mailboxes or transfer a caller directly to a user’s voicemail without having to wait for the voicemail timeout. Typically, this prefix is an 8, so by dialing 8511, the caller goes directly to the voicemail greeting of extension 511. If you want to explicity specify what announcement you would like to hear, you may append a star with the prompt index, for example 8511*2 to have the system play the 2nd personal announcement for that mailbox (this feature was added in version 5.0.3).
- External Voicemail System: This setting is used if you want to use an external voicemail system (e.g., Microsoft Exchange 2007/2010). The setting requires a telephone number that can be dialed and can include replacement fields which are used in the caller-ID representation for outbound calls. The dial plan for the called extension will decide which trunk will be used to send the call. See Appendix C for more information on Exchange.
- Mailbox Explanation Prompt: Users who configure their extension to play a personalized message when callers reach their extension can activate this setting so that the system will deliver an explanatory message after the playback of the personalized recording. The explanatory message explains that the caller may now leave a message and informs the caller of any other options. For standard greetings, the system always explains the options.
- Offer Camp On: This setting allows you to offer Camp On to callers, rather than limiting them to leaving voicemail or when the extension is busy. Callers will have the option to press 1 for a callback only if the callee has a valid caller-ID. Once the extension becomes available (The system will track a person’s availability by monitoring keypad activity, ring the extension with callback announcement.
- : Turn off the “camp on” feature if you are using external voicemail systems such as Microsoft Exchange.
- Call forward on no answer timeout: This setting establishes the number of seconds that the system will wait before performing a timeout action. It is advisable that this setting be less than the voicemail timeout; otherwise, the call will not be forwarded and will instead go to voicemail.
- Play envelope information before playing the mailbox message: When this setting is enabled, envelop information will be offered to the user while retrieving voicemail messages. To retrieve the information, the user can press #5. (If this setting is not turned on and the user presses 0 to hear more options, the envelop information will be offered at that point.)