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Voicemail
Voicemail is one of the many applications provided to increase business efficiency and improve client handling. Voicemail provides the equivalent of a telephone answering machine on every employee’s desk, indeed, voicemail facilities can be allocated to remote employees even though they may not have a desk or telephone in the main office.
Voicemail allows callers to leave messages for you when you are out of the office, away from your desk or engaged on another telephone call. Voicemail messages can be retrieved either locally or remotely via any telephone (you will be prompted for a PIN number if you are using any telephone other than your allocated extension or a trusted location e.g. your mobile telephone).
Alternatively, you can forward your voicemail to your email and collect it via your PC. This approach allows you to use your PC to display your two different types of messages. It also frees your telephone for incoming calls while using your PC to playback your voicemail. You can then also forward your voicemail, just like any email. Full integration with Microsoft Exchange server and control of voicemails from your client PC is supported with the Integrated Messaging Pro application.
Voicemail, when used in conjunction with IP Office system’s Phone Manager application, ensures that you will never miss a customer call again, even when the caller decides not to leave you a voicemail message. In this case the caller’s number will be left on the Caller Display of your telephone and/or your PC screen allowing you to dial them back upon your return.
All IP Office systems have been specifically designed to give a business a competitive edge, by providing a total communications system. To this end a Voicemail application is provided as standard on all IP Office systems.
Five voicemail modes of operation are available:
VoiceMail Lite is the standard voicemail application available with all IP Office platforms. VoiceMail Pro builds on the features and facilities offered by VoiceMail Lite and can be tailored to meet the individual needs of a business by adding applications such as auto-attendant, call recording and advanced Call Queuing.
Communication between IP Office and this ‘VoiceMail server’ is via IP over a LAN connection. No specific hardware is required – not even a PC sound card.
If a PC cannot be designated as a voicemail server or you prefer to save space with an all-in-one box solution then Embedded Voicemail is the preferred option.
The Voicemail server is multi-lingual and can offer different prompts depending on the user’s preferred language, independently of the other internal users’ set-ups. Similarly, external callers can hear prompts in their own language depending on their incoming call route (e.g. based on CLI/ANI or DDI/DID). This is very useful to multinational companies or in multi-lingual markets.
Centralized Avaya INTUITY™ Audix®/Modular Messaging
Where IP Office is deployed in DEFINITY®, MultiVantage™, Avaya Communication Manager (ACM) environments it may be desirable to utilize the INTUITY Audix or Modular Messaging, connected to the DEFINITY/Multi-Vantage/ACM, to provide voicemail services to IP Office users.
Networked Messaging
Increasingly organizations are operating a number of different voicemail systems across a number of sites. In this situation it is important to be able to provide integrated operation between voicemail systems so that messages can be passed between systems and delivered to a user's mailbox seamlessly.
The Networked Messaging Solution defines a common set of features to allow inter-working between Avaya voicemail systems. In INTUITY mode, whilst listening to or having listened to a message, the user can select the option to forward the message to another mailbox, the mailbox entered can be any mailbox number on the local system or any mailbox on a remote Avaya system.
The IP Office Networked Messaging facility will allow configuration of up to 2000 remote mailboxes on each VoiceMail Pro server and will operate with other IP Office systems supporting this feature, the Avaya Interchange and Avaya S3210 servers.
Embedded Voicemail
Available with the IP Office 500 system and ideal in environments like retail or home office where no space for a PC is available or you do not want to keep a PC running all the time (notably to avoid the risk of someone accidentally switching off the PC thereby taking away the voicemail service), Embedded Voicemail may be the preferred option to enable an entry-level voicemail service.
The maximum number of messages stored is only restricted by Embedded Voicemail cards storage capacity (approximately 15 hours). Embedded Voicemail supports 40 Auto-Attendants and voicemail to e-mail presentation. Access voicemail and e-mail in one mailbox and see all your messages together. Save and forward voice messages the way you do e-mail.
Key capabilities of Embedded Voicemail for message management, ease of use, and caller service include:
Mailbox security codes ensure a minimum of 4 characters to be set.
Multiple languages stored on the Flash Memory card.
Help menus (via *4) for Greetings and Mailbox Navigation.
Voicemail to e-mail notification and presentation.
Voicemail Breakout/Personal Auto-Attendant: Up to 3 breakout numbers can be set up. When callers are directed to your mailbox, they can either leave a message or choose to be transferred to one of three numbers (e.g. Operator, mobile/cell phone, colleague, etc).
40 independent Auto Attendants with 3 time profiles per Auto Attendant.
Up to 12 menu items per Auto Attendant with automatic time-out to fallback number.
Easy access and control of voicemail via the digital or IP terminal display – known as Visual Voice.
Reply to a message to either an internal or external number (if Caller ID available).
Support for Hunt group announcements.
Fax option for rerouting fax calls via the auto-attendant menu.
Support for Fast Forward (#), Rewind (*), Skip message (9) and Call Sender (**) when listening to messages.