XIII. IPPBX

Delete a Voice Mail Greeting

For an Extension

1. Press the Voicemail button on the handset or dial 888 to access the voicemail system

2. Enter the password when prompted and press #

3. Dial 9 for voicemail options then press 2 to record a custom greeting

4. Press # to end the recording then press 4 to delete the custom greeting

For a Hunt Group

1. Dial 889 from an extension registered to the IPPBX

2. Enter the hunt group number and press #

3. Enter the password when prompted and press #

4. Dial 9 for voicemail options then press 2 to record a custom greeting

5. Press # to end the recording then press 4 to delete the custom greeting

Once the recorded Voice Mail Greeting has been cleared, the PBX system will use the default Voice Mail Greeting System Prompt instead.

Clear all Voice Mails

1. Press the Voicemail button on the handset or dial 888 to access the voicemail system

2. Enter the password when prompted and press #

3. Dial 9 for voicemail options

• Press 4 to clear all messages received by the extension’s voicemail inbox
• Press 5 to clear all group messages received by an extension as a member of a hunt group

4. Press * to confirm the deletion or # to cancel

Hunt Group Voice Mail

Hunt Groups can be used as a shared voicemail system which allows all members of the Hunt Group to listen to and/or delete voicemails received by the Hunt Group.

This is configured by selecting "Voice Mail to This Group" as the Overflow Rule for the Hunt Group configuration:

When listening to voicemails, group voicemails will be prefaced by a "Group Message" prompt.

If the Voicemail to Email functionality is configured, the PBX will send emails to both the Hunt Group email address and the email addresses of all members of the group.

The Voicemail notification light (Message Wait Light or MWI) will be lit for all members of the hunt group until the message is listened to or deleted.

When the message is deleted, it will clear on all extensions.

Listening to Voice Mail Remotely

It is possible to set up the IPPBX so that people can dial in to the PBX system and access voicemails.
This requires a SIP Alias / DDI number, which is configured under [IPPBX] > [Trunks] > [SIP Trunk] > [Alias List].
When inputting details for an alias number, set the Answer Mode to "Forward To Voice Mail System".

Any calls into this number would then work in the same way that dialling 889 would with an extension registered to the PBX system; it will request the extension number then the password, at which point the voicemails for that extension can be listened to or cleared.

Voice Mail to Email

The PBX system can send an email with the voicemail file as an attachment - this works best if the call is received as G.711 codec because most computers / devices will be able to play that format without issue. If the message is received in G.729 format, the PC / device may not have the necessary codec to playback G.729 codec voicemail files.

To configure the settings for the SMTP server that the PBX system would use to send these emails, go to [Objects Setting] > [SMS/Mail Service Object] and tick on the Mail Service tab, then click on the first available Index number link:

In the profile, give it a suitable name and configure the Mail Server Profile with the settings required by your SMTP provider.

Please note that the SMTP port for unencrypted traffic should usually be set to 25.

If the SMTP server uses SSL or requires encryption, tick the Use SSL option. The SMTP port must be set to 465 and the PBX system does not currently support sending encrypted SMTP on other ports.

The Sender Address will be the From: address shown when the email is received by Extension email addresses.

Once the SMTP settings are set up, click OK to save and apply that change, then go to the [IPPBX] > [PBX System] > [Voice Mail] page; tick the "Send Voice Message by Email" option for the PBX to send voicemail emails in this section and select the Mail Server object created:

Enable the “Prefer WAN interface” option if the SMTP traffic needs to go over a specific WAN interface. If it needs to go over the LAN or doesn’t need to be specified, leave the option unticked.

Click OK to save and apply that setting change.

Once this is set up, the PBX system will send emails to email addresses configured in each Extension Profile and/or Hunt Group when a Voice Mail is received, with an attachment of the Voice Mail file recorded by the PBX system.