Managing Mailbox Options

Content

The ShoreTel voicemail system, which you access by dialing into the system, lets you manage your ShoreTel Connect CLOUD mailbox options by navigating through a series of audio prompts.

You can also edit mailbox options from the ShoreTel Connect Portal; for information, see Editing Voicemail Settings.

The Mailbox Options submenu in the voicemail system lets you handle the following tasks:

For information about logging in to the voicemail system, see Logging in to the Voicemail System.

Recording Your Name

  1. Log in to voicemail.
  2. From the voicemail Main Menu, press 7 to access mailbox options.
  3. Press 6.
  4. Record your name, and then press #.
  5. Choose one of the following options:
    • To accept your name recording, press #.
    • To review your name recording, press 1.
    • To rerecord your name, press 2.
    • To delete this recording, press 3.
    • To cancel, press *.

Recording a Personal Greeting

  1. Log in to voicemail.
  2. Press 7 to access mailbox options.
  3. Press 1 to record a personal greeting.

    NOTE: The personal greeting is linked to the active availability state.

  4. Record your personal greeting for the currently active availability state at the tone and press #, then select from the following options:
    • To accept the personal greeting, press #.
    • To review the personal greeting, press 1.
    • To rerecord the personal greeting, press 2.
    • To cancel the recording, press *.

Setting Your Password

  1. Log in to voicemail.
  2. From the voicemail Main Menu, press 7 to access mailbox options.
  3. Press 4.
  4. Enter your new password, and press #.
  5. Do one of the following:
    • To confirm your new password, enter your new password again, and then press #.
    • To cancel the new password, press *.

Assigning Your Extension to a Phone

With the appropriate permissions (set by your ShoreTel Connect CLOUD administrator), you can assign your extension to any system phone. This feature is helpful if you are using someone else’s office and phone temporarily.

Depending on how your phone was configured, you can also use your phone or the ShoreTel Connect client to assign or unassign an extension.

NOTE: If you assign your extension to a phone that is normally occupied by another user, calls to the original user’s extension are forwarded to the destination that user has defined for the active availability state.

  1. Log in to voicemail.
  2. From the voicemail Main Menu, press 7 to access mailbox options.
  3. Press 3.
  4. Choose one of the following options:
    • Press 1 to assign the extension.
    • Press 2 to unassign the extension. (The phone reverts to the extension originally assigned to it.)

Setting Your Availability State

Availability states let you specify your status and determine how inbound calls are handled. You can record distinct greetings and specify different call forwarding options for each state.

To change your availability state:

  1. Log in to voicemail.
  2. From the voicemail Main Menu, press 7 to access mailbox options.
  3. Press 2 to set the availability state.
  4. Choose one of the following availability states or other options:
    • For Available, press 1.
    • For In a Meeting, press 2.
    • For Out of Office, press 3.
    • For Vacation, press 4.
    • For Custom, press 5.
    • For Do Not Disturb, press 6.
    • For enabling calling additional phones (configured by your ShoreTel Connect administrator), press 7.
    • To cancel, press *.

The availability state stays in effect until you change it. However, if Outlook automated call handling is active, Outlook modifies your availability state based on your status.

Enabling or Disabling Envelope Information

A message’s envelope information includes the date and time of your message’s delivery and your name. By default, envelope information is disabled.

  1. Log in to voicemail.
  2. From the voicemail Main Menu, press 7 to access mailbox options.
  3. Press 5 to toggle between disabling and enabling envelope information.

Listening to Your Deleted Messages

As a safeguard against accidental deletion of messages, the voicemail system retains deleted messages for a few hours.

  1. Log in to voicemail.
  2. From the voicemail Main Menu, press 7 to access mailbox options.
  3. Press 7 to listen to deleted messages.

    The voicemail system plays all deleted messages that are still available to the system. You can manage these messages as if they were new messages.

  4. Press 2 to restore the deleted message and save it.

Removing Deleted Messages

  1. Log in to voicemail.
  2. From the voicemail Main Menu, press 7 to access mailbox options.
  3. Press 8 to remove deleted messages.
  4. Press one of the following options:
    • To confirm removal of deleted messages, press 1.
    • To cancel removal of deleted messages, press *.

Enabling or Disabling Automated Call Handling in Outlook

  1. Log in to voicemail.
  2. From the voicemail Main Menu, press 7 to access mailbox options.
  3. Press 9.
  4. To enable or disable Outlook automated call handling, press 1.

Enabling or Disabling a Notification Profile

  1. Log in to voicemail.
  2. From the voicemail Main Menu, press 7 to access mailbox options.
  3. Press 9.
  4. Press 2.
  5. Choose one of the following options:
    • Enter the number of the new notification profile.
    • To cancel, press #.

Enabling or Disabling Find Me Forwarding

When Find Me forwarding is enabled, calls sent to voicemail are routed to your Find Me forwarding destination if the caller presses 1 while listening to your voicemail greeting.

You can enable or disable the Find Me forwarding option for the availability state that is currently active. However, you hear the option to enable or disable Find Me forwarding only if it is configured in one of the following ways:

To enable or disable Find Me forwarding:

  1. Log in to voicemail.
  2. From the voicemail Main Menu, press 7 to access mailbox options.
  3. Press 9.
  4. Press 5.
  5. Chose one of the following options:
    • To enable Find Me forwarding, press 1.
    • To disable Find Me forwarding, press 2.

Related Articles

Managing Voicemail
Using the Voicemail System to Manage Voicemail
Using Visual Voicemail
Using Contact Directories
Using Call Logs
Managing Your User Settings
ShoreTel Connect Portal Documentation

ShoreTel Dates

Created Date 2016-08-12 - Modified Date 2017-07-31


Article: 000012014