Lucent Technologies Octel 100 Implementation And Service Manual

							16. Managing System Mailboxes
Implementation and Service Manual   Creating Mailboxes16-11
23.  To sav e the entered features, click Sav e. The mailbox features for the mailbox are
sav ed.
24.  To enter mailbox features for the next newly created mailbox, click Next and repeat
this procedure starting with step 7.
25.  To close the Mailbox Entry dialog box, click OK. The new mailboxes display on the
Mailbox Status screen.
Creating Multiple Duplicate Mailboxes
Use this procedure to create multiple mailboxes that all hav e the same company,
div ision, personal operator, and class of serv ice. You do hav e to enter the subscriber’s
name, extension, and mailbox number for each mailbox created. For example, you could
use this procedure to create mailboxes with the same features for all system subscribers
or for a group of subscribers who all perform similar jobs.
To create multiple duplicate 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 numbers be the same as 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 will be numbered 2000, 2005,
2010, 2015, and 2020. 
						

							16. Managing System Mailboxes
Implementation and Service Manual   Creating Mailboxes16-12
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.
 
Steps 6-22 explain how to enter the mailbox features that will be copied to all of the
new mailboxes.
6.  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.
7.  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.
8.  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. 
						

							16. Managing System Mailboxes
Implementation and Service Manual   Creating Mailboxes16-13
9.  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.
10.  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.
 
11.  To display the other default classes of serv ice, click Next or Prev ious.
12.  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 if you are logged into the system as a
Lev el 3 superv isor. 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.
13.  To assign the selected Class of Serv ice, click Sav e, then click Exit. The Mailbox
Entry dialog box displays.
14.  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 to Mailboxes, later in this
chapter. 
						

							16. Managing System Mailboxes
Implementation and Service Manual   Creating Mailboxes16-14
15.  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.
16.  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.
17.  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.
18.  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.”
19.  To sav e the entered features, click Sav e. The new mailboxes are created, and the
mailbox features you entered are copied to all the new mailboxes. 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 20-24 explain how to enter the mailbox subscriber’s extension and name for
each of the newly created mailboxes.
20.  In the Extension field, enter the extension for the mailbox if it is different from the
mailbox number.
21.  In the First Name field, enter the first name of the mailbox subscriber.
22.  In the Last Name field, enter the last name of the mailbox subscriber.
23.  To sav e the subscriber’s extension and name, click Sav e. The mailbox information
is sav ed.
24.  To enter the mailbox subscriber’s extension and name for the next newly created
mailbox, click Next and repeat this procedure starting with step 20.
25.  To close the Mailbox Entry dialog box, click OK. The new mailboxes display on the
Mailbox Status screen. 
						

							16. Managing System Mailboxes
Implementation and Service Manual   Creating Mailboxes16-15
Creating a Guest Mailbox
Use this procedure to create a guest mailbox, which is a mailbox with limited features
that uses an existing mailbox as a sponsor mailbox. A guest-mailbox subscriber can
receiv e messages from anyone but can only send messages to the sponsor mailbox. For
example, you could create a guest mailbox for a temporary consultant working for the
sales manager. The guest mailbox would be sponsored by the sales manager’s mailbox.
The consultant could only send messages to the sales manager, but could receiv e
messages from anyone who can send messages to the sponsor mailbox.
To create a guest mailbox:
1.  From the Mailbox menu, click Edit. The Edit Mailbox dialog box displays.
 
2.  Enter the number of the mailbox for which you want to create a guest mailbox, then
click Edit. The Mailbox Entry dialog box displays the mailbox information.
 
3.  Under Edit, click Guest Mailbox Options. The Guest Mailbox Options dialog box
displays the current guest mailboxes for the mailbox.
 
4.  To create a new mailbox, click Create Guest. A new mailbox is added to the guest
mailbox list. The mailbox is automatically assigned the next av ailable mailbox
number after the sponsorship mailbox number.
5.  If the system is not set up to automatically generate a password, and you want the
mailbox to hav e a password, click Change Password. W hen the Guest Mailbox Edit 
						

							16. Managing System Mailboxes
Implementation and Service Manual   Viewing and Editing a Mailbox’s Settings16-16
Password dialog box displays, enter the new password, then click OK. 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. 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 when you sav e the mailbox, identifying the mailbox number and
the random password generated for the mailbox. Record the mailbox password at
that time and prov ide it to the guest mailbox subscriber. The method used for
password assignment is determined on the Subscriber tab in System Setup.
6.  To change the password for a guest mailbox, click Change Password. W hen the
Guest Mailbox Edit Password dialog box displays, enter the new password, then click
OK.
7.  To delete a guest mailbox from the sponsor mailbox, select the mailbox to delete,
then click Delete Guest. W hen the Delete dialog box displays, click OK to confirm
the mailbox deletion.
8.  To sav e the mailboxes in the list, click OK. The guest mailbox subscriber can begin
using the mailbox.
Viewing and Editing a Mailbox’s Settings
Use this procedure to v iew or edit a system mailbox’s settings. W hen you edit a mailbox,
you can edit any of the mailbox features including the mailbox subscriber’s name and
extension. This procedure is especially useful if a subscriber leav es your office and you
want to assign the mailbox to a new employee without hav ing to create a new mailbox.
Note that you can only v iew or edit one mailbox’s settings at a time.
You can also v iew or edit a mailbox’s settings by clicking the mailbox to edit, then when
the Mailbox dialog box displays, click the Edit button. The Mailbox Entry dialog box
displays the mailbox features.
To view or edit a mailbox’s settings:
1.  From the Mailbox menu, select Edit. The Edit Mailbox dialog box displays. 
						

							16. Managing System Mailboxes
Implementation and Service Manual   Deleting Mailboxes16-17
2.  Enter the mailbox number you want to edit, then click Edit. The Mailbox Entry dialog
box displays the mailbox features.
If you do not know the number of the mailbox you want to edit, click Search and
locate the mailbox. For additional information, see the topic, Searching for a
Mailbox, later in this chapter.
3.  Make the changes to the mailbox, then click Sav e to sav e the changes.
4.  To close the Mailbox Entry dialog box, click OK. The main system window displays.
Deleting Mailboxes
Use this procedure to delete a mailbox. W hen you delete a mailbox, all mailbox features
and messages stored in the mailbox are also deleted.
To delete a mailbox:
1.  From the Mailbox menu, select Delete. The Delete Mailbox dialog box displays.
2.  Enter the mailbox number you want to Delete, then click Delete. A deletion
confirmation dialog box displays.
If you do not know the number of the mailbox you want to delete, click Search and
locate the mailbox. For additional information, see the topic, Searching for a
Mailbox, later in this chapter.
3.  To delete the mailbox from the system, click Yes. A dialog box displays informing
you that the mailbox has been deleted. Click OK to close the dialog box. The main
system window displays. 
						

							16. Managing System Mailboxes
Implementation and Service Manual    Clearing Mailbox Inf ormation16-18
You can also delete a mailbox displayed on the Mailbox Entry dialog box by clicking
Delete.
Clearing Mailbox Information
Use this procedure to clear mailbox information for specified mailboxes. For example,
you can clear all of the mailbox information for a mailbox whose subscriber is being
transferred to another office in the company and will no longer need the mailbox. This
allows you to reassign the mailbox to a new subscriber without hav ing to create a new
mailbox.
Clearing a mailbox is permanent and irrev ersible.
W hen you clear mailboxes, you can specify which mailboxes to clear by entering a range
of mailbox numbers, a company, and/or a div ision. Mailboxes that are not included in the
range, company, and div ision you enter are not cleared. You can clear the following
information for the mailboxes you select:
· Statistics – Erases all of the mailbox statistics that are displayed when you
generate mailbox reports. This enables you to v iew mailbox statistics from the
time you cleared the mailbox statistics to the present date.
· Messages – Erases all new and sav ed messages in the selected mailboxes.
· Prompts – Erases all of the prompts the subscribers hav e recorded for the
selected mailboxes and replaces the prompts with the default system prompts.
· Distribution Lists – Erases all distribution lists created by the subscribers in the
mailboxes. Clearing distribution lists for mailboxes does not clear system
distribution lists.
· Guest Mailboxes – Deletes all guest mailboxes in the selected mailboxes.
· Folders – Deletes all folders created by subscribers in the selected mailboxes.
· V-Tree – Deletes the V-Trees from the selected mailboxes.
If the Visual Architect Dev eloper’s Toolkit is installed and set up on the system,
and the V-Tree for a mailbox is exported to a file, the V-Tree file is not deleted
from the system when the mailbox is cleared. The V-Tree is simply deleted from
the mailbox.
· Subscriber Settings – Resets all of the mailbox subscriber settings to the
default settings. 
						

							16. Managing System Mailboxes
Implementation and Service Manual    Clearing Mailbox Inf ormation16-19
To clear mailbox information:
1.  From the Mailbox menu, select Clear. The Clear Mailbox dialog box displays.
 
2.  Under Items to be cleared, select the options for the items you want to clear from the
mailbox.
To clear information for a mailbox, the mailbox must be in the entered range of
mailbox numbers, in the entered company, and in the entered div ision. If a mailbox
does not meet all of the entered v alues, the mailbox information is not cleared. For
example, if you include all mailbox numbers in the range, all div isions, and enter
ABC for the company, only mailboxes in company ABC are cleared. Mailboxes in all
other companies are not cleared.
3.  If you do not want to include all the system mailboxes in the range to clear, enter the
number of the first mailbox in the range you want to clear in the From field under
Clear Mailboxes, and enter the last mailbox number in the range you want to clear in
the To field. If you only want to clear information for a single mailbox, enter that
mailbox number in both the From and To fields.
The number entered in the From field must be equal to or smaller than the number
entered in the To field.
4.  In the Company field, enter the name of the company to clear, or enter All to clear
mailbox information for all companies on the system. If this field is left blank, the
system includes all companies in the range.
5.  In the Div ision field, enter the name of the div ision to clear, or enter All to clear
mailbox information for all div isions on the system. If this field is left blank, the
system includes all div isions in the range.
6.  To clear the mailbox information based on the entered options, click OK. A clear
mailbox confirmation dialog box displays.
  
						

							16. Managing System Mailboxes
Implementation and Service Manual   Searc hing f or a Mailbox16-20
7.  To clear only the displayed mailbox, click OK. The next mailbox in the range of
mailboxes displays or, if there are no more mailboxes in the range, the main system
window displays.
8.  To retain the mailbox information for the displayed mailbox and continue with the
next mailbox in the range, click Skip. The next mailbox in the range displays or, if
there are no more mailboxes in the range, the main system window displays.
9.  To clear all of the mailboxes in the range you specified without being prompted for
each mailbox, click No Ask. All of the mailboxes in the range are cleared, and the
main system window displays.
10.  To cancel clearing any additional mailboxes, click Stop. No additional mailboxes in
the range are cleared, and the main system window displays. Note that all mailbox
information that was cleared before you clicked on Stop remains cleared.
Searching for a Mailbox
Use this procedure to locate a mailbox by the mailbox subscriber’s last name. Depending
on how you access the Search feature of the system, you can v iew, edit, or delete
mailboxes after locating a mailbox.
To search for a mailbox:
1.  To search for a mailbox, do one of the following:
·  From the Mailbox menu, click Edit. W hen the Edit dialog box displays, click
Search.
·  From the Mailbox menu, click Delete. W hen the Delete dialog box displays,
click Search.
·  From the Mailbox Entry dialog box, click Search.
  The Search dialog box displays all of the system mailboxes alphabetically by the
mailbox subscriber’s last name.
 
2.  Use the scroll bars to display additional mailboxes.
3.  To search for a mailbox by entering the mailbox subscriber’s last name, enter the
name to search for in the Target field, then click Begin New Search. The system
displays the mailbox name at the top of the list if a match was found. If a match of
the name was not found, the next closest name alphabetically displays.