# Mailbox

In the user settings can be assigned a mailbox for each user. The mailbox-specific settings are made here.

The overview view shows all defined mailboxes with Name and Call number for the corresponding users as well as the Mailbox ID. The ID is assigned automatically and cannot be changed.

In order to carry out specific settings for the mailbox, click the Name or Mailbox ID for the desired mailbox.

Please refer to "Opening/deleting personal mailbox" and "Define group mailbox" to define new mailboxes.

To edit several mailboxes at the same time, see "Modifying several mailboxes at the same time with Multi edit".

Table 1. Mailbox
Parameter | Description
User | Name of the user, with call number in brackets. Click the user's name to change to this user in the edit view.

Table 2. General
Parameter | Description
Reception/front desk mailbox | The mailbox offers an additional audio guide for a reception desk e. g. to help the guests accessing their mailboxes. You find more information about this in the focus topic "Hospitality" and in the user guide “MiVoice Office 400 Voice Mail System”.
Password protection | If a user accesses his mailbox (e. g. to listen to his new voice messages) he is prompted to enter his PIN. Remark: You are not asked for the PIN again, if you access your mailbox within 1 minute after the previous access to the mailbox is terminated.
Notification of a new voice message | A new voice message is signalled with a text message on the user’s system phone and the message LED is lit.
Additional notification to internal call number | A new voice message is also signalled on the internal system phone of another user. Instead of a user's internal call number a user group's call number can be entered as destination number. The additional notification is then sent to all members of this user group.
Maximum capacity (s) | Total recording time in seconds available for this mailbox (incl. personal greetings).
Used capacity | Status display
Always use this mailbox | This mailbox is always used for forwarding chains that end with voice mail. This setting has preference over the Forward call to last mailbox in the call forwarding chain parameter in the user settings.
Save voice data on node | Indication of the node number if the voice messages and personal greetings are to be stored on a node other than the one where the terminal of the mailbox owner is currently located. For IP terminals the master nodes are used if no indication. The configuration of other node numbers makes sense, for example, for IP terminals at a satellite location which has an exchange line circuit. (Relevant only in an AIN.) notes: If the node is changed, all the mailbox’s greetings and voice messages are deleted! Only loaded languages of the assigned node can be selected.

Table 3. Audio guide
Parameter | Description
Language ID | Here the mailbox is assigned one of a maximum of 7 loaded Audio Guide languages.
Listen message information | The date, time and call number (CLIP) are announced before incoming voice messages are played back.

Table 4. Greetings
Parameter | Description
Number of personal greetings | The global greeting (setting = 0) is automatically activated if no personal greetings are recorded. If no global greeting is available, the greeting is automatically taken over by the audio guide.
Active greeting | Greeting 1, 2 or 3 can be selected as the active greeting, where permitted. The greeting 0 corresponds to the global greeting.
Max. recording capacity per greeting (s) | Applies only to personal greetings. The maximum length of the global greetings is defined in the Voice mail / General view.
Codec | Choice of compression method for the mailbox’s personal greetings: G.711 (low compression) = high call quality G.729 (high compression) = slightly lower call quality notes: Mitel 415/430: If the Voice mail mode is configured to Expanded (G.729 only), the codec must also be configured to G.729 and the greetings must be available in G.729 format on the file system. Mitel 470: On the Mitel 470 communication server G.711 audio channels are always used for voice mail and Auto Attendant. The parameter can therefore not be changed for this system.
Allow recording after global greeting | Allows the caller to leave a voice message after the global greeting.
Play always global greeting | Plays always the global system greeting before the standard greeting of the mailbox is played. The standard greeting is the personal greeting of a mailbox user or the system text of the audio guide, if no personal greeting is activated.

Table 5. Greeting x
Parameter | Description
Name | This name is displayed on the system phone. Name the greeting according to its intended use, e.g. "After business hours" or "Holidays" or "Short absence" (the length of the name is limited to 20 characters).
Allow recording after greeting | Allows the caller to leave a voice message after greeting x (x=3).
Duration | Status display greeting x (x=3).
Upload greeting x |
Profile ID auto attendant | Greeting x can be assigned a transfer profile (x=3).

Table 6. Voice messages
Parameter | Description
Max. recording capacity per voice message (s) | Once the configured time period (in seconds) has expired, the recording is stopped and the connection is cleared down.
Number of saved messages | Status display
Codec | Choice of compression method for the voice greetings in this mailbox: G.711 (low compression) = high call quality G.729 (high compression) = slightly lower call quality notes: Mitel 415/430: If the Voice mail mode is configured to Expanded (G.729 only), the codec must also be configured to G.729 and the voice messages must be available in G.729 format on the file system. Mitel 470: On the Mitel 470 communication server G.711 audio channels are always used for voice mail and Auto Attendant. The parameter can therefore not be changed for this system.

## Opening/deleting personal mailbox

You can open a personal mailbox by clicking the Voice mailbox check box in the desired user's user configuration (User / User list Settings group Voice mail view).

The mailbox is opened under the user name and assigned to the user.

You can delete a personal mailbox by deactivating again the user's Voice mailbox checkbox.

## Define group mailbox

You can define a group mailbox by clicking the New group mailbox button and making the necessary entries in the Wizard window that then opens. Details can be found in the online help for the Wizard window or here Defne group mailbox.

## Searching for and displaying specific mailboxes

To search for and display specific mailboxes, enter as filter criterion a string of characters contained in one or more columns then click the Filter button.

All mailboxes are displayed for which the character string entered is contained in at least one column (see also "Filters in lists").

## Modifying several mailboxes at the same time with Multi edit

1. To define the same settings for several mailboxes, click the Edit multiple button.

   Control boxes are displayed on the left side.

2. Tick the mailboxes you want to modify, then click the Multi-edit button once again.

3. Select a mailbox whose settings you wish to modify for all other mailboxes.

4. Select at least one object.

   The modified settings are surrounded by a yellow frame.

5. Click the Apply button.

   The settings are modified for all selected mailboxes.

Note:

- Before or after clicking the Edit multiple button, you can limit the displayed list with the Filter.
- To copy all possible settings, click the Copy all button in Multi-edit mode.

## Recording personal greetings with phone or audio device

On system phones with a display, personal greetings are recorded, monitored and activated using the Foxkey. The same functions are also available using function codes. The user operates the settings on his own phone:

You can record personal greetings either by speaking into a phone or by recording the data via an audio device connected to the audio input. The recordings created in this way are stored as audio files.

Table 7. Function code for managing personal greetings
Function | Function code |
Recording greeting x with phone | *913 x # | (x = 1, 2, 3)
To record greeting x via communication server audio input | *923 x # | (x = 1, 2, 3)
Check recording | *#913 x # or *#923 x # | (x = 1, 2, 3)
Delete recording | #913 x # or #923 x # | (x = 1, 2, 3)
Activate greeting | *933 x | (x = 1, 2, 3)
Deactivate greeting | #933 x | (x = 1, 2, 3)
Listen to voice messages with Audio Guide | *#94 |
Listen to voice messages without audio guide | *#916 # |
x = 1, 2, 3: personal greeting 1, 2, 3

To start the recording, proceed as follows:

1. Enter the recording procedure.

   You hear a long start tone.

2. Speak the text you wish to record or start the audio device.

   You can monitor the recording made via the audio input using the terminal’s handset.

3. End the recording by going on-hook or by pressing the Stop Foxkey.

   The recording is automatically stored as a wave file in the file system.

notes:

- The duration of recording is limited by the size of the memory allocated in the file system. To specify the duration of recording use the Max. recording capacity per greeting. Once this time has expired, the recording stops automatically and the audio data is stored.
- The recording procedure overwrites the wave file activated in the file system.

## Uploading personal greetings as a wave file

You can also load existing records in form of a wave file onto the file system. To do so proceed as follows:

1. Under Greetings X click the Browse... button on the line corresponding to the greeting you want and select the wave file you want to load.

2. Click the Apply button to run the upload.

notes:

- The audio file must have the “.wav” file name extension and be stored in the format “CCIT A-Law, 8 kHz, 8 bit, mono”. The communication server will be unable to play back audio files that do not have the correct format.
- Each upload overwrites the wave file activated in the file system.
- Mitel 415/430 only: If Voice mail mode is on Expanded (G.729 only), the greetings must be converted to G.729 format prior to the upload.

Tip:

The uploaded files can be seen in the file browser under voice/vm/. Files can also be uploaded and/or deleted there.

Parent topic: Voice mail administration
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