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Using the Avaya IP Office mailbox | BT Business

Using the Avaya IP Office mailbox

Mailbox commands

Here’s a list of frequently used mailbox commands that are available after dialling *17 when you’ve logged into the mailbox;

  • Call back sender: dial **
  • Change mailbox code: dial *04
  • Delete current message: dial 4
  • Edit greeting message: dial 3 then listen to next set of options, which are:
    • Listen to the greeting message: dial 1
    • To start recording a new greeting: dial 2, (to stop recording the new greeting: dial 2)
    • Save a new Greeting: dial 3 (important to listen to all options before dialling 3!)
    • Save a new greeting as a loop (i.e. as an announcement only): dial 4
    • Return to mailbox: dial 8
  • Fast forward: dial #
  • Forward message: dial 6
  • Help (if enabled): dial *4
  • Pause current message: dial 0
  • Play old messages: dial 1
  • Play saved messages: dial 2
  • Record name: dial *05
  • Repeat last message: dial 7
  • Rewind: dial *
  • Save current message: dial 5
  • Skip current message: dial 9

To access and log in to your mailbox:

  1. The mailbox can either be accessed via the Message button on the phone or by dialling *17 from your own extension.
  2. If choosing the former, then after pressing the Message button on the phone push the Select button and this should now display the number of New Messages. Pushing the Down Scroll Arrow should then display the old messages and if pressed again then will reveal the saved messages.
  3. Pressing Select choses the first message and other messages can be shown by scrolling via the Up or Down Scroll Arrow.
  4. Use Listen/Back or More for further options such as Delete or Copy and Call as required.
  5. If you prefer to dial *17 to access a mailbox then the following apply:
    • If you’ve only been given access to your own personal mailbox then you’ll hear a prompt quoting the total number of your new messages.
    • If you’ve got access to more than one mailbox then you’ll be prompted to enter the mailbox number followed by the password and then depress the hash button. The reply gives the quantity of new messages on the system for this mailbox.
    • The voicemail system will then start playing your new messages.

When a new message has been listened to, it’s marked as old and is automatically deleted after 24 hours. If you don’t want the message to be deleted, you need to mark it as saved by dialling 5 whilst listening to the message.

How to forward mailbox messages from one mailbox to another

You can forward a message to a different mailbox or to several mailboxes at the same time. If you forward a message, you can add a comment to the start of the message.

  1. To access your mailbox, use the default short code *17 on your telephone.
  2. Depending on how your IP Office system is configured, you might need to enter your mailbox number followed by a # key and then the mailbox password followed by a # key.
  3. Dial 1 to play a new message or dial 2 to play a saved message.
  4. When you’re listening to a message, dial 6.
  5. To forward the message as it is, dial 2.
  6. To add your own message header before forwarding dial 3. Enter the extension number to forward the message to and dial #.  Enter your comment after the tone. Record your comment and dial # to finish recording.
  7. Enter the extension number to forward the message to and dial #.
  8. If you want to send the message to more than one extension, repeat the process and enter each extension number followed by #.
  9. Dial # again to finish and forward the message.
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