Lucent Technologies Octel 100 Implementation And Service Manual

							Implementation and Service Manual    Managing System Mailboxes16-1
CHAPTER 16
Managing System Mailboxes
System mailboxes are one of the primary ways that users interact with the messaging
system. Mailboxes allow users to record messages, store messages, and perform many
other actions on the system. Procedures prov ided in this chapter will help you to:
· Create mailboxes
· View or edit a mailbox’s settings
·  Delete a mailbox
·  Clear mailbox information
·  Search for a mailbox
·  Automatically forward messages to other mailboxes
·  Notify subscribers of new messages through a phone or a beeper
·  Manage mailbox subscriber settings
· Unlock mailboxes
·  Understand Class of Serv ice options
·  Use dialing codes
The procedures in this chapter prov ide steps for managing system mailboxes using the
screen interface. You can also perform some system mailbox management functions v ia
the Superv isor menu ov er the phone. For information on accessing the Superv isor menu
ov er the phone, see Chapter 20, “Starting, Logging Into, and Shutting Down the System.” 
						

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Creating Mailboxes
W hen you create mailboxes, it is important that each mailbox has the appropriate
features av ailable for its purpose on the system. Mailboxes you create for subscribers
may need v ery different features than mailboxes that are used simply to store messages
or handle calls. To help you create mailboxes more efficiently, the messaging system
prov ides techniques you can use to create:
· A single mailbox
·  A single copy of an existing mailbox
·  Multiple mailboxes with different features
·  Multiple mailboxes with the same features
·  A guest mailbox, which uses another mailbox as a sponsor
Knowing the needs of the messaging system subscribers can help you determine how
you create mailboxes. For example, if you need to create mailboxes for 20 new
employees who all need the same mailbox features, you can create 20 mailboxes with
the same features simultaneously, only hav ing to enter an employee name and
extension for each.
See Preinstallation Configuration Worksheets
W hen creating system mailboxes, refer to information prov ided on the Mailbox
Assignment Sheet(s).
Things to Consider Before Creating Mailboxes
Before you create any mailboxes, you should consider the purpose and needs of the
subscriber. This enables you to determine how you will create the mailboxes. When you
create mailboxes, you must specify the following information for each mailbox:
· Mailbox number
· Subscriber’s extension
· Subscriber’s name
· Company
· Div ision
· Password
You can also enter a personal operator for a mailbox and set special mailbox features
such as class of serv ice, subscriber settings, auto-forwarding of messages, Message
Notification, and V-Trees. It is recommended that you collect and organize this
information before you create any mailboxes, so you can generate the appropriate
mailboxes with the least amount of effort. 
						

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Creating a Single Mailbox
Use this procedure to create one mailbox on the system. This procedure allows you to
specify mailbox information and features for a single mailbox. For additional information
about creating mailboxes, see the topics, Creating a Single Duplicate Mailbox,
Creating Multiple Mailboxes, or Creating Multiple Duplicate Mailboxes, later in this
chapter.
It is recommended that you use this procedure to create a mailbox with unique features
or a mailbox that will be used as a template to create other similar mailboxes.
To create a mailbox:
1.  From the Mailbox menu, select Create. The Create Mailbox dialog box displays.
 
2.  In the Create ____ Mailboxes field, enter 1 to indicate that you want to create one
mailbox.
3.  In the Starting with Number field, enter a mailbox number for the new mailbox. For
easier organization, it is recommended that the mailbox number be the same as the
mailbox subscriber’s extension.
4.  To select mailbox features, click Create. The Mailbox Entry dialog box displays with
the mailbox number displayed in the Mailbox field.
 
5.  If the mailbox subscriber’s extension is different from the mailbox number, enter the
extension for the mailbox in the Extension field.
6.  In the First Name field, enter the first name of the mailbox subscriber.
7.  In the Last Name field, enter the last name of the mailbox subscriber. 
						

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8.  In the Company Name field, enter in alphanumeric characters the name of the
company to which the mailbox subscriber belongs. The company name you enter
allows subscribers to send messages to all subscribers in the same company through
system-wide distribution lists. Note that the company name must match the company
name entered for other mailboxes exactly.
9.  In the Div ision field, enter in alphanumeric characters the name of the div ision to
which the mailbox subscriber belongs. The div ision name you enter allows
subscribers to send messages to all subscribers in the same div ision through
system-wide distribution lists. Note that the div ision name must exactly match the
div ision name entered for other mailboxes.
Mailboxes for which you specify no Company or Div ision receiv e all messages sent
to company list 99 or div ision list 98, respectiv ely.
10.  If the system is not set up to automatically generate a password, and you want the
mailbox to hav e a password, enter the password for the mailbox in the Password
field. The system displays the password as asterisks ([
) for added system security.
It is recommended that you use the password automatically generated by the
system. If the system is set up so that no password is required for a mailbox, a
password is not generated by the system and the field is blank. If the system is set
up to use a default password for each mailbox, the default password, usually 1111, is
automatically assigned to the mailbox. If the system is set up to generate a random
password, a dialog box displays the mailbox number and the random password
generated for the mailbox, when you sav e the mailbox. Record the mailbox
password at that time and prov ide it to the mailbox subscriber. The method used for
password assignment is determined on the Subscriber tab in System Setup.
11.  If the mailbox requires a personal operator other than the default operator, enter the
mailbox number of the personal operator. The personal operator feature allows you
to assign a mailbox to a mailbox other than the system operator mailbox. For
example, you can assign the sales receptionist’s mailbox as the personal operator
mailbox for all subscribers in the sales department. 
						

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12.  To select a Class of Serv ice for the mailbox, click View/Edit under Class of Serv ice.
The Class of Serv ice dialog box displays the selected features av ailable for the
displayed Class of Serv ice. For information on indiv idual Class of Serv ice features,
see the topic, Class of Serv ice Options, later in this chapter.
See Preinstallation Configuration Worksheets
W hen assigning classes of serv ice to mailboxes, refer to information prov ided on the
Class of Serv ice Sheet(s), the COS Redefinition Sheet, and the Custom COS
Definition Sheet.
 
13.  To display the other defaults for Classes of Serv ice, click Next or Prev ious.
14.  If the features for the defined classes of serv ice are not appropriate for the mailbox,
you can create a custom Class of Serv ice. To create a custom Class of Serv ice for
the mailbox, click Use Custom COS and select the appropriate options. It is
recommended, howev er, that you use the default classes of serv ice to select
mailbox features, so there is more consistency among system mailbox setups.
The custom Class of Serv ice options on the Class of Serv ice dialog box are not
displayed unless you are logged in as a Lev el 3 superv isor.
15.  To assign the selected Class of Serv ice, click Sav e, then click Exit. The Mailbox
Entry dialog box displays.
16.  If you want to automatically forward messages in the mailbox to another mailbox,
click Auto Forwarding under Edit, then select the appropriate options. For additional
information, see the topic, Auto-Forwarding Messages Between Mailboxes on the
Same System, later in this chapter.
17.  If you want to notify the mailbox subscriber of messages in the mailbox by phone or
beeper, click Message Notification, then select the appropriate options. For
additional information, see the topic, Notifying Subscribers of New Messages, later
in this chapter. 
						

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18.  If you want to change the settings a subscriber can assign to the mailbox, click
Subscriber Settings, then select the appropriate options. For additional information,
see the topic, Managing Subscriber Settings, later in this chapter.
19.  If you want to create a guest mailbox for the mailbox, click Guest Mailbox, then
select the appropriate options. For additional information, see the topic, Creating a
Guest Mailbox, later in this chapter.
20.  If you want to create or assign a V-Tree to the mailbox, click Visual V-Tree, then
select the appropriate options. For additional information, see Chapter 17, “W orking
with V-Trees.”
21.  To create the mailbox with the entered options, click Sav e. A dialog box displays
informing you that the mailbox has been created. Click OK to close the dialog box.
If the system is set up to generate random passwords for mailboxes, a dialog box
displays the password assigned to the mailbox. Record the mailbox password and
prov ide it to the mailbox subscriber.
22.  To close the Mailbox Entry dialog box, click OK. The new mailbox displays on the
Mailbox Status screen.
Creating a Single Duplicate Mailbox
Use this procedure to create a new mailbox with the same company, div ision, personal
operator, and Class of Serv ice as an existing mailbox. For example, you could use this
procedure to create a mailbox for a new employee in the sales department that has the
exact same features as the other sales department employee mailboxes. W hen you
copy a mailbox, you need to enter the mailbox number, extension, and subscriber’s
name. Note that you can modify a mailbox’s features after you duplicate an existing
mailbox.
To create a single duplicate mailbox:
1.  From the Mailbox menu, select Edit. The Edit Mailbox dialog box displays.
 
2.  Enter the number of the mailbox to copy, then click Edit. The Mailbox Entry dialog
box displays the selected mailbox’s information.
If you do not know the mailbox number for the mailbox number to edit, click Search
and locate the mailbox. For additional information, see the topic, Searching for a
Mailbox, later in this chapter. 
						

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3.  To copy the displayed mailbox information, click Duplicate Mailbox. The Duplicate
Mailbox dialog box displays.
 
4.  Enter the mailbox number for the mailbox to create, then click Create. The new
mailbox displays.
 
5.  In the Extension field, enter the extension for the mailbox if it is different from the
mailbox number.
6.  In the First Name field, enter the first name of the mailbox subscriber.
7.  In the Last Name field, enter the last name of the mailbox subscriber.
8.  If any mailbox information or features need to be changed, enter the changes.
9.  To create the mailbox with the entered features, click Sav e. A dialog box displays
informing you that the mailbox has been created. Click OK to close the dialog box.
10.  To close the Mailbox Entry dialog box, click OK. The new mailbox displays on the
Mailbox Status screen of the main system window.
If the Tutor for New Mailboxes is enabled on the General Parameters tab in System
Setup and the tutor was already run for the mailbox you copied, the owner of the
duplicate mailbox will not hear the tutor at first login. 
						

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Creating Multiple Mailboxes
Use this procedure to create multiple system mailboxes at one time. For each mailbox
you create, you must specify the mailbox features for that mailbox if they are different
from the default features. To create multiple mailboxes that hav e the same features, see
the topic, Creating Multiple Duplicate Mailboxes, later in this chapter.
To create multiple mailboxes:
1.  From the Mailbox menu, select Create. The Create Mailbox dialog box displays.
 
2.  In the Create ____ Mailboxes field, enter the number of mailboxes that you want to
create.
3.  In the Starting with Number field, enter the first mailbox number for the new
mailboxes. It is recommended that the mailbox number match the mailbox
subscriber’s extension.
4.  Under Increment By, select the number by which to increment the new mailbox
numbers. For example, if you create fiv e mailboxes starting with mailbox number
2000 and increment them by 5, the mailboxes created are numbered 2000, 2005,
2010, 2015, and 2020.
5.  To select mailbox features, click Create. The Mailbox Entry dialog box displays the
first mailbox with the mailbox number displayed in the Mailbox field.
 
6.  To create all of the new mailboxes, click Sav e. The mailboxes are created with the
default features and a dialog box displays informing you that the mailboxes hav e
been created. Click OK to close the dialog box. The first new mailbox redisplays.
Steps 7-23 explain how to enter mailbox features for the currently displayed mailbox.
To enter mailbox features for another of the newly created mailboxes, click Next
until the mailbox is displayed and continue with this procedure. 
						

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7.  In the Extension field, enter the extension for the mailbox if it is different from the
mailbox number.
8.  In the First Name field, enter the first name of the mailbox subscriber.
9.  In the Last Name field, enter the last name of the mailbox subscriber.
10.  In the Company Name field, enter the name of the company to which the mailbox
subscriber belongs. The company name you enter allows subscribers to send
messages to all subscribers in the same company through system-wide distribution
lists. Note that the company name must match the company name entered for other
mailboxes exactly.
11.  In the Div ision field, enter the name of the div ision to which the mailbox subscriber
belongs. The div ision name you enter allows subscribers to send messages to all
subscribers in the same div ision through system-wide distribution lists. Note that the
div ision name must match the div ision name entered for other mailboxes exactly.
Mailboxes for which you specify no Company or Div ision receiv e all messages sent
to company list 99 or div ision list 98, respectiv ely.
12.  If the system is not set up to generate a password automatically, and you want the
mailbox to hav e a password, enter the password for the mailbox in the Password
field. The system displays the password as asterisks ([
) for added system security.
It is recommended that you use the password automatically generated by the
system. If the system is set up so that no password is required for a mailbox,
passwords are not generated by the system, and the field is blank. If the system is
set up to use a default password for each mailbox, the default password, usually
1111, is automatically assigned to the mailboxes. If the system is set up to generate
a random password, a dialog box displays when you sav e the mailboxes, which
displays the mailbox numbers and the random passwords generated for the
mailboxes. You can print this list or sav e it to disk. Make sure you prov ide the
passwords to the mailbox subscribers. The method used for password assignment is
determined on the Subscriber tab in System Setup.
13.  If the mailbox requires a personal operator other than the default operator, enter the
mailbox number of the personal operator. The personal operator feature allows you
to assign a mailbox to a mailbox other than the system operator mailbox. For
example, you can assign the sales receptionist’s mailbox as the personal operator
mailbox for all subscribers in the sales department.
14.  To select a Class of Serv ice for the mailbox, click View/Edit under Class of Serv ice.
The Class of Serv ice dialog box displays the selected features av ailable for the
displayed Class of Serv ice. For information on indiv idual Class of Serv ice features,
see the topic, Class of Serv ice Options, later in this chapter.
See Preinstallation Configuration Worksheets
W hen assigning classes of serv ice to mailboxes, refer to information prov ided on the
Class of Serv ice Sheet(s), the COS Redefinition Sheet, and the Custom COS
Definition Sheet. 
						

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15.  To display the other default classes of serv ice, click Next or Prev ious.
16.  If the features for the defined classes of serv ice are not appropriate for the mailbox,
you can create a custom Class of Serv ice. To create a custom Class of Serv ice for
the mailbox, click Use Custom COS and select the appropriate options. It is
recommended, howev er, that you use the default classes of serv ice to select
mailbox features, so there is more consistency among system mailbox setups.
The custom Class of Serv ice options on the Class of Serv ice dialog box are not
displayed unless you are logged in as a Lev el 3 superv isor.
17.  To assign the selected Class of Serv ice, click Sav e, then click Exit. The Mailbox
Entry dialog box displays.
18.  If you want to automatically forward messages in the mailbox to another mailbox,
click Auto Forwarding under Edit, then select the appropriate options. For additional
information, see the topic, Auto-Forwarding Messages Between Mailboxes on the
Same System, later in this chapter.
19.  If you want to notify the mailbox subscriber of messages in the mailbox by pager or
call forwarding, click Message Notification, then select the appropriate options. For
additional information, see the topic, Notifying Subscribers of New Messages, later
in this chapter.
20.  If you want to change the settings the subscriber can assign to the mailbox, click
Subscriber Settings, then select the appropriate options. For additional information,
see the topic, Managing Subscriber Settings, later in this chapter.
21.  If you want to create a guest mailbox for the mailbox, click Guest Mailbox, then
select the appropriate options. For additional information, see the topic, Creating a
Guest Mailbox, later in this chapter.
22.  If you want to create or assign a V-Tree to the mailbox, click Visual V-Tree, then
select the appropriate options. For additional information, see Chapter 17, “W orking
with V-Trees.”