Using Distribution Lists

Overview

In this chapter, you will learn how to:

Create a voice mail distribution list
Make changes to an existing voice mail distribution list

About Distribution Lists

A distribution list is a collection of subscribers' telephone numbers to which you can send messages. You can use a distribution list to reach several subscribers with one message.

For example, you could create List 6, which contains the phone numbers for people on your project team. Then you can record one message (for example, "Hi, everyone—this morning's meeting has been rescheduled. We'll meet at 3:00 p.m.") and send it to everyone on the list with a single call.

Before creating distribution lists, decide what name to give to each list, and who should be on each list. You might want to write down the list names and the subscriber names and numbers for each list before starting.

Creating a Distribution List

To create a distribution list:

Step 1 Access your voice mailbox and press 4 from the Main menu.

Step 2 Press 1 from the Mailbox Administration menu.

Step 3 Enter the list number and press #.

For example, to create list 6, press 6 and #. Valid list numbers are 1 through 99.

Step 4 Record a spoken name for the list and press #.

For example, "Distribution list 6".

Step 5 Enter the phone number of the first subscriber you want to add to your list, and press #.

You can also press *6 to address by name when you do not know the subscriber's phone number.

Note If you add a multi-line mailbox subscriber to your distribution list, please note that you should enter only one phone number for the subscriber. If you try to enter more than one number for the same multi-line mailbox, the system will not accept it.

Step 6 Continue to add phone numbers, pressing # after each addition, until your list is complete.

Step 7 Press # a final time when your list is complete.

Note You can also use a distribution list to address and send messages on your PC. See "Using Voice Mail Distribution Lists" .

You can also access your distribution lists using the Web-based Personal Mailbox Administration interface. See "Managing Distribution Lists" .

Reviewing and Changing a Distribution List

To review an existing distribution list:

Step 1 Access your voice mailbox and press 4 from the Main menu.

Step 2 Press 1 from the Mailbox Administration menu.

Step 3 Enter the list number and press #, or just press # to review all your lists.

Step 4 Review and change the distribution list using the options from the table below.

Table 6-1: Review and Modify a Distribution List

To: Press:

Add an entry to the list

1

Remove an entry from the list

2

Delete this list

3

Hear the entries in the list

4

Change the spoken name for the list

5

Return to the previous menu

*2

Enter the next distribution list number to review

#

To:	Press:
Add an entry to the list	1
Remove an entry from the list	2
Delete this list	3
Hear the entries in the list	4
Change the spoken name for the list	5
Return to the previous menu	*2
Enter the next distribution list number to review	#

Sending a Message to a Distribution List

To send a voice message to a distribution list, follow the steps in "Sending a Voice Message" , and enter the distribution list number in Step 2.

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