Group Mailboxes for Department Groups

Subscribers in the same group can share a mailbox.
  • Group Mailboxes for Department Groups are available in software versions 3.01 and higher.
Important points to understanding Group Mailbox
Ring Group Mailbox
UCD Group Mailbox
Understanding Group Mailbox Types

Description

Ring Group Mailbox

Group (Shared) Mailbox

A Group Mailbox is a Ring Group Mailbox shared by a group of co-workers. It is normally a Subscriber Mailbox. If a caller leaves a message at any extension within the group that shares the mailbox, the system stores the message in the shared Group Mailbox. The Ring/Message lamp at all keyset extensions in the group flashes to indicate that there is a new voice mail message waiting. Any extension user in the group can log onto their mailbox to hear and process the shared message. The message count on all keyset displays increments and decrements as group messages are received, listened to, or deleted.

Any extension sharing a Group Mailbox can record and activate the Greeting and set Automated Attendant Do Not Disturb. The system automatically uses the most recent Greeting, regardless of which member of the group recorded it.

Group Mailboxes are helpful in both residential installations and larger business workgroups, since extensions share a common voice mailbox. Messages in the Group Mailbox can be listened to, forwarded, deleted, and otherwise processed by any member of the group.

Group Mailbox uses Ring Group programming. You can separately set up Ring Group members to have the same Ring Group Mailbox. Since the system provides 8 Ring Groups, there are a total of 8 Ring Group Mailboxes available.

The Ring Group Mailbox can optionally be a Routing Mailbox (see Understanding Mailbox Types below).

Mailbox for a Ring Group

A Ring Group Mailbox can also be the mailbox for a “stand-alone” Ring Group in which the members do not share the mailbox, but have personal mailboxes instead. The following types of unanswered calls route to this type of Ring Group Mailbox:
  • Outside calls transferred to the Ring Group master number.
  • Automated Attendant transfers (UTRF or STRF) to the Ring Group master number.
  • Direct Inward Lines to the Ring Group master number (see page 590).

UCD Group Mailbox

If a UCD Group is set to overflow to voice mail, an unanswered call into the group is picked up by the UCD Group Mailbox. The UCD Group Mailbox can be a Subscriber Mailbox (to allow the caller to leave a message) or a Routing Mailbox (to provide additional dialing options or an announcement). See Understanding Mailbox Types below.

Understanding Group Mailbox Types

If the Group Mailbox is a Subscriber Mailbox (1):
  • The Group Mailbox has all the features of any other personal Subscriber Mailbox.
If the Group Mailbox redirects to a Call Routing Mailbox (2):
  • A co-worker attempting to leave a message at an extension assigned to the Group Mailbox hears: “Your call cannot go through. Goodbye.” IntraMail then hangs up.
  • An outside caller attempting to leave a message at an extension assigned to the Group Mailbox hears the prerecorded Instruction Menu message and can dial options allowed by the associated Dial Action Table.
  • If the Group Mailbox user presses V-MAIL, they are asked to enter their mailbox number. After entering the number, they hear, “That mailbox does not exist.”
  • An Automated Attendant caller attempting to leave a Quick Message or do a Remote Logon at an extension assigned to the Group mailbox hears, “That mailbox does not exist.” They then return to the Automated Attendant.
If the Group Mailbox redirects to an Announcement Mailbox (2):
  • A co-worker attempting to leave a message at an extension assigned to the Group Mailbox hears: “Your call cannot go through. Goodbye.” IntraMail then hangs up.
  • An outside caller attempting to leave a message at an extension assigned to the Group Mailbox hears the prerecorded announcement and can use all other Announcement Mailbox features.
  • If the Group Mailbox user presses V-MAIL, they are asked to enter their mailbox number. After entering the number, they hear: “That mailbox does not exist.”
  • An Automated Attendant caller attempting to leave a Quick Message or do a Remote Logon at an extension assigned to the Group mailbox hears, “That mailbox does not exist.” They then return to the Automated Attendant.
If the Group Mailbox redirects to a Directory Dialing Mailbox (2):
  • A co-worker attempting to leave a message at an extension assigned to the Group Mailbox hears: “Your call cannot go through. Goodbye.” IntraMail then hangs up.
  • An outside caller attempting to leave a message at an extension assigned to the Group Mailbox hears the Directory Dialing message and can use any of the options programmed for the Directory Dialing Mailbox.
  • If the Group Mailbox user presses V-MAIL, they are asked to enter their mailbox number. After entering the number, they hear: “That mailbox does not exist.”
  • An Automated Attendant caller attempting to leave a Quick Message or do a Remote Logon at an extension assigned to the Group mailbox hears, “That mailbox does not exist.” They then return to the Automated Attendant.

Conditions and Defaults

Conditions


  • None.

Default Setting


  • No Group Mailboxes set up.

Other Related Features

Features


  • Extension Hunting
    • If a UCD Group is set up to overflow to voice mail, unanswered callers into the group route to the UCD Group Mailbox.
  • Group Ring
    • Ring Group Mailbox uses the mailbox assigned to the Ring Group to which the extension belongs.

IntraMail Features


  • Greeting
    • Any extension sharing a Ring Group Mailbox can record and activate the Greeting and set Automated Attendant Do Not Disturb. The system automatically uses the most recent Greeting, regardless of which member of the group recorded it.
  • Voice Mail Overflow
    • An unanswered DIL to the Ring Group master number can be picked up by the Ring Group Mailbox.