Avaya IP Office IP500 V2 Installation Manual
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Avaya IP Office IP500 V2 Installation Manual

Embedded voicemail installation
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IP Office
Embedded Voicemail Installation
Release 11.1
Issue 7
September 2020

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Summary of Contents for Avaya IP Office IP500 V2

  • Page 1 IP Office Embedded Voicemail Installation Release 11.1 Issue 7 September 2020...
  • Page 2 Software at any given time. A “Unit” means the unit on which THE LINK “Avaya Terms of Use for Hosted Services” OR SUCH Avaya, at its sole discretion, bases the pricing of its licenses and can SUCCESSOR SITE AS DESIGNATED BY AVAYA, AND ARE...
  • Page 3 IMPLIED FOR ANY OTHER USE. ADDITIONAL INFORMATION written consent of Avaya can be a criminal, as well as a civil offense FOR H.264 (AVC) AND H.265 (HEVC) CODECS MAY BE under the applicable law.
  • Page 4 See the Avaya Support website: https://support.avaya.com product or Hosted Service notices and articles, or to report a problem with your Avaya product or Hosted Service. For a list of support telephone numbers and contact addresses, go to the Avaya Support website: https://support.avaya.com...

  • Page 5: Table Of Contents

    Configuring Other User Message Waiting Indication .......... 32 Configuring Hunt Group Mailbox Message Waiting Indication .................. 33 Editing a User's Trusted Locations ..........................  34 Visual Voice .................. 34 Configuring a Visual Voice button September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...
  • Page 6 ...................... 63 Short code features Chapter 7: Mailbox Maintenance...................  65 ......................... 65 Viewing Mailboxes ...................  65 Viewing the Embedded Voicemail Files ..................... 66 Monitoring Embedded Voicemail ...............  67 Monitoring Embedded Voicemail housekeeping September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...
  • Page 7 Contents ...................... 68 DTE Port Maintenance September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 8: Chapter 1: Ip Office Embedded Voicemail

    Chapter 1: IP Office Embedded Voicemail The IP Office IP500 V2 control unit supports Embedded Voicemail when running in Essential Editon or Preferred Edition mode. Embedded Voicemail provides basic voicemail and automated attendant operation without requiring a separate voicemail server PC.

  • Page 9: Embedded Voicemail Summary

    Yes. Up to 40. Related links IP Office Embedded Voicemail on page 8 Languages supported Embedded Voicemail supports the following language prompt sets: Locale WAV folder Arabic Chinese – Cantonese Table continues… September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...
  • Page 10 • A short code locale, if set, is used and overrides the options above if the call is routed to voicemail using the short code. Related links IP Office Embedded Voicemail on page 8 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 11: Fallback Language Operation

    UK English > US English Korea (Korean) UK English UK English > US English Kuwait (Arabic) Arabic UK English > US English Malaysia (UK English) UK English US English Table continues… September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...
  • Page 12 UK English US English United States (US English) US English UK English Venezuela (Latin Spanish) Latin Spanish Spanish > US English Related links IP Office Embedded Voicemail on page 8 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 13: Chapter 2: Installing Embedded Voicemail

    Upgrade prompts on page 14 A set of prompts are provided on Embedded Voicemail memory cards supplied by Avaya. However these may not match the full set of prompts required for new features in your systems installed version of IP Office.

  • Page 14: Checking And Uploading Prompts

    See Reloading language prompts on page 15 for more information. All the prompts for Embedded Voicemail are found in the C:\Program Files (x86)\Avaya \IP Office\Manager\MemoryCards\Common\system\lvmail folder after the IP Office Administrator Applications are installed.

  • Page 15: Uploading Additional Language Prompts

    6. Click OK to save the changes. 7. Select File > Save Configuration to merge the changes back to the system. Related links Checking and Uploading Prompts on page 14 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 16: Transferring The Prompt Files Using Ip Office Manager

    5. The system’s mailboxes can operate in one of two modes, referred to as IP Office mode and Intuity emulation mode. In the Voicemail Mode drop-down box, select either: • IP Office – This is the default for new and defaulted A-law systems. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 17: Memory Card Removal

    The memory card should never be simply removed from a system during normal operation. Doing so can cause the corruption of files in use. Either the memory card or the whole system must be shutdown before removing a memory card. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 18: Shutting Down A Memory Card Using Manager

    4. At the bottom of the window, click Shutdown. 5. At the back of the control unit, confirm that the appropriate memory card LED is off. 6. Remove the card. Related links Memory card removal on page 17 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 19: Memory Card Startup

    2. In the navigation pane, select System > Memory Cards. 3. Click System SD or Optional SD. 4. At the bottom of the window, click Startup. Related links Memory card startup on page 19 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 20: Chapter 3: User Mailbox Configuration

    Due to the overlap of various timeouts, the use of user announcements is not recommended in conjunction with forwarding and voicemail. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 21: Changing A User's Voicemail Configuration

    6. Click OK to save the changes. 7. Repeat steps 3 through 6 for each user as appropriate. 8. Select File > Save Configuration to merge the changes back to the system. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 22: User Voicemail Settings

    30 seconds. Supported in Intuity emulation mode only. Voicemail Email This setting is not used for embedded voicemail. Reading UMS Web Services This setting is not used for embedded voicemail.. Table continues… September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...
  • Page 23 Users can also select this mode by dialing *02 from their extension. Table continues… September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 24: Configuring Voicemail Email Integration

    A one-minute message requires a 1MB .wav file. Related links User mailbox configuration on page 20 Configuring System SMTP Support on page 25 SMTP tab field descriptions on page 25 Configuring User Voicemail Email on page 26 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 25: Configuring System Smtp Support

    IP Office. Use Challenge If SMTP uses CRAM-MD5, this option should be selected. Response Authentication (CRAM- MD5) Related links Configuring voicemail email integration on page 24 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 26: Configuring User Voicemail Email

    • If a call overflows, the announcements of the original group are still applied, not those of the overflow group. • For announcements configured for hunt groups to be used effectively, the hunt group's Voicemail Answer Time must be extended or Voicemail On must be unselected. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 27: Configuring Announcements

    If Synchronize Calls is selected, the actual wait may differ. Flag call as answered Default = Off. This setting is not currently used. Table continues… September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 28: Recording Announcements Using Short Codes

    Recording announcements using short codes There are no default queue announcements for user and hunt groups. The maximum length for announcements is 10 minutes. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 29: Using Pre-Recorded Names, Greetings And Announcements

    Auto attendant configuration on page 44 Converting pre-recorded files on page 30 Transferring Recordings to Embedded Voicemail on page 31 Configuring an Auto Attendant to use a greeting file on page 58 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 30: Converting Pre-Recorded Files

    8. If you are creating a user extension greeting, in the User Extension field, enter an extension user name as defined on the Manager User > User tab. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 31: Transferring Recordings To Embedded Voicemail

    Messages gadget to access the group mailbox. Related links User mailbox configuration on page 20 Configuring Other User Message Waiting Indication on page 32 Configuring Hunt Group Mailbox Message Waiting Indication on page 32 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 32: Configuring Other User Message Waiting Indication

    5. Click Add. 6. In the Source Number field, enter H followed by the name of the hunt group. For example, for the hunt group Main, enter HMain. 7. Click OK. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 33: Editing A User's Trusted Locations

    Voicemail from the "trusted location", they will not be prompted for their mailbox number or Voicemail Code. 5. Click OK to save the changes. 6. Save the configuration back to the system. Related links User mailbox configuration on page 20 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 34: Visual Voice

    IP Office Manager launched from System Manager. You must first disable Under SMGR Administration in Security Settings before you perform this task. Note: The Visual Voice feature is not available on all telephones. It requires an Avaya telephone with a multi-line (more than two) display. Procedure 1.
  • Page 35 4. Click the Messages Button Goes to Visual Voice check box to select this option. 5. Click OK. 6. Select File > Save Configuration to save the changes back to the system. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 36: Chapter 4: Hunt Group Mailbox Configuration

    Configuring a group mailbox on page 37 Hunt group voicemail settings on page 38 Hunt Group Message Waiting Indication on page 39 Hunt group mailbox access on page 40 Announcements on page 26 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 37: Configuring A Group Mailbox

    7. Repeat steps 3 through 6 for each hunt group as appropriate. 8. Select File > Save Configuration to merge the changes back to the system. Related links Hunt group mailbox configuration on page 36 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 38: Hunt Group Voicemail Settings

    If set to Off, none of the options below are used for automatic voicemail email. Users can also select this mode by dialing *03 from their extension. Table continues… September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 39: Hunt Group Message Waiting Indication

    • Visual Voice — If available, the user will see the name of the hunt group listed. The number of new calls are shown in brackets next to the hunt group name. Related links Hunt group mailbox configuration on page 36 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 40: Configuring Hunt Group Mailbox Message Waiting Indication

    Related links Hunt group mailbox configuration on page 36 Message Waiting Indication access methods on page 41 Short code and button access on page 41 Remote access on page 41 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 41: Message Waiting Indication Access Methods

    The standard methods for remote mailbox access apply to users or to hunt groups. See Remote mailbox access on page 59 for more information. Related links Hunt group mailbox access on page 40 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 42: Announcements

    27 for more information. 5. Click OK to save the changes. 6. Select File > Save Configuration to merge the changes back to the system. Related links Announcements on page 26 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 43: Recording Announcements Using Short Codes

    • 92N; / N."2" / Record Message — Used to record an announcement 2. For example, to record announcement 2 for a hunt group on extension 300, dial *92300# and follow the instructions to record the announcement. Related links Announcements on page 26 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 44: Chapter 5: Auto Attendant Configuration

    Morning, Afternoon, and then Evening. Related links Creating an auto attendant on page 45 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 45: Creating An Auto Attendant

    7. To record prompts for the auto attendant using the short codes created, see Prompt recordings on page 49. Related links Auto attendant configuration on page 44 Auto Attendant General Settings on page 46 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 46: Auto Attendant General Settings

    The time profile that defines each period of auto attendant operation. When there are overlaps or gaps between time profiles, precedence is given in the order morning, afternoon and then evening. Table continues… September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 47: Auto-Attendant Action Settings

    If the destination field is left blank, callers can dial the extension number that they require, however no prompts will be played. Not defined Take no action. Table continues… September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...
  • Page 48 If required, the caller’s consent or dissent to a prompted choice can be recorded. This choice is included in the call records output by the system. See Recording Caller Consent on page 55. Related links Creating an auto attendant on page 45 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 49: Recording Prompts

    Manager speed dial. Procedure 1. Open IP Office Manager and receive the IP Office configuration. 2. In the left navigation pane, click Incoming Call Route. 3. Select the appropriate route. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 50: Transferring Calls To An Auto Attendant

    Related links Auto attendant configuration on page 44 Short codes on page 52 Programmed buttons Avaya telephones with programmable buttons can be programmed to access auto attendant services. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 51: Softconsole

    3. In the Name field, enter a name for the auto attendant. 4. In the Number field, enter AA: Name where Name matches the name of the auto attendant. 5. Click OK. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 52: Short Codes

    Transferring calls using short codes Procedure 1. Press TRANSFER. 2. Dial the auto attendant short code. 3. Press TRANSFER again to complete the process. Related links Short codes on page 52 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 53: Using An Auto Attendant To Access Voicemail

    In the Destination drop-down box, type the short code. Following the example shown in step 6, type *99. 9. Click OK. 10. Select File > Save Configuration to save the changes back to the system. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 54: Dial By Name

    3. If 10 or less matches are found, the matching mailbox name greetings are played as part of a selection list. For example, “Press 1 for …”, “Press 2 for …”, “Press 3 for …”, etc. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 55: Recording Caller Consent

    1 and we will contact you. If otherwise, press 0. Note however that we may have to drop calls if our agents are all busy.” September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 56: Using Pre-Recorded Names, Greetings And Announcements

    Unlike greetings recorded through the embedded voicemail interface, you cannot loop pre- recorded greetings. Related links User mailbox configuration on page 20 Converting pre-recorded files on page 30 Transferring Recordings to Embedded Voicemail on page 31 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 57: Converting Pre-Recorded Files

    • Name — Select for a file to be used on place of the user’s extension number in other mailbox prompts. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 58: Transferring Recordings To Embedded Voicemail

    To prevent this use, deselect the Enable Local Recording option of the auto attendant. 5. Send the configuration back to IP Office. Related links Using pre-recorded names, greetings and announcements on page 29 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 59: Chapter 6: Miscellaneous

    Telephone Number field. An example is shown below. This short code could be utilized by users on the system as the destination in an Incoming Call Route or as the destination for a auto attendant option. Field Contains… Code Table continues… September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 60: Mailbox Password Rules

    4. The Minimum length setting set the minimum password length allowed. The default is 4 digits. 5. Select whether the system should also enforce additional rules by selecting Complexity. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 61: Configuring Buttons

    12. Repeat this procedure for other users as required. 13. Select File > Save Configuration to save the changes back to the system. Related links Miscellaneous on page 59 Button Programming Actions on page 62 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 62: Button Programming Actions

    The following default system short codes can be used with Embedded VoicemailStandalone Voice Mail. Feature Code Description Voicemail Collect Users can access the mailbox associated with their extension. Table continues… September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 63: Short Code Features

    Voicemail On/Voicemail Off These two features switch the diversion of calls to the user mailbox on/off. No telephone number is required for either of these features. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...
  • Page 64 IP Office Manager under File > Advanced > Memory Card Command > Shutdown. Startup Embedded Voicemail Allows an Embedded Voicemail service that has been shutdown to be restarted. Related links Short Codes on page 62 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 65: Chapter 7: Mailbox Maintenance

    The files for embedded voicemail are all stored on the System SD card inserted into the system. They are all stored in the same folder, there are not separate folders for each mailbox. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 66: Monitoring Embedded Voicemail

    (IP Office: Supports Unicode, System Locale is eng) 154987776mS PRN: LAW=A PRI=0, BRI=4, ALOG=4, ADSL=0 VCOMP=32, MDM=0, WAN=0, MODU=0 LANM=0 CkSRC=1 VMAIL=1(VER=2 TYP=3) CALLS=0(TOT=6) 154987778mS LIST2: IFACE(4) "LAN1","LAN2","DialIn","RemoteManager" A:\lvmail\ENG\*.* 155088356mS PRN: LVM Flash A: NextFlashItemScan: Scanning A:\lvmail\ITA\*.* September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

  • Page 67: Monitoring Embedded Voicemail Housekeeping

    5. Select Filters > Trace Options. 6. On the All Settings window, under Embedded Voicemail, click the check box for Housekeeping to select this option. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...
  • Page 68 Delete all messages in the mailbox extension number specified up to the yy/mm/dd date specified. If the date is omitted then all messages are deleted. hh:mm:ss ivm-msg-del-all Delete all mailbox messages. ivm-status-show Show the summary of the embedded voicemail status. September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...
  • Page 69 DTE Port Maintenance Choice Option Choice Description ivm-tls-show Show the current status of SMTP TLS. ivm-tls-set Y/N Set the current status for STMP TLS. Related links Mailbox Maintenance on page 65 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...
  • Page 70 Incoming calls Routing ................. Transferring a call using a programmed bButton ....51 IP Office Transferring a Call Using Speed Dial ........52 Configuring ..............Transferring calls to an auto attendant ........ September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...
  • Page 71 User mailbox configuration ..........Using an auto attendant to access voicemail ...... Viewing Files ................65 Viewing Mailboxes ............... Visual Voice Configuring Button ............34 Configuring MESSAGES Button ........34 Voicemail Email ..............Voicemail reception ..............20 September 2020 Embedded Voicemail Installation Comments on this document? infodev@avaya.com...

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