Shared Voice Mail Quick Start Guide

Introduction

A shared voice mailbox in the Microsoft Cloud Voicemail environment will allow a group of users to utilize the same extension and retrieve the voicemails received on that extension.  The functionality that you see is very similar to what you are used to with a traditional voice mailbox.

How does a Shared Voice Mailbox differ from a user mailbox?

A shared voice mailbox allows voicemails to be stored for an extension, but it does differ from a standard user mailbox in a couple of ways:

  • Voicemail messages will only be accessible from the phone set with the same phone number.
  • Voicemail messages will not be accessible by email unless specifically requested.

Estimated time to complete

10 minutes

Steps

To Access your account for the first time:

  1. Press the "messages" button on the Polycom phone set with the same assigned phone number as the voice mailbox.

Check your voicemail:

  1. To check the voicemail for your shared voicemail mailbox, press the "messages" button on the Polycom phone set with the same assigned phone number as the voice mailbox.

Change your personal greeting

  1. Press the "messages" button on the Polycom phone set with the same assigned phone number as the voice mailbox.
  2. Choose Option 2
  3. Choose 1 for Personal Greeting
  4. Follow the system prompts to record and save your greeting

Set up voicemail for Email

The shared voice mailbox can be set up to deliver messages to email if you desire.  This can simplify the process of checking the messages, especially if the messages needs to be checked while away from the phone.  To set up the voicemail to deliver messages to email:

  1. Enter a ticket using the form:  https://indstate.teamdynamix.com/TDClient/1851/Portal/Requests/ServiceDet?ID=20281
  2. Enter the information requested on the form and somebody will contact you when the modification is complete or if there are clarifying questions.

Conclusion

After following the steps in this guide you will have set up your voice mailbox and are prepared to start receiving voice mails with a customized greeting played to your callers.

Print Article