Using Personal Mailbox Administration (PMA)

As an alternative to using a touch-tone phone to change your mailbox settings, you can also administer your mailbox setup from a PC, using a Web browser. A menu-driven Web page is available for your mailbox, known as Personal Mailbox Administration (PMA, commonly pronounced "peema").

Use PMA to quickly modify things like your mailbox distribution lists, the default fax machine phone number, business days and hours, and various other mailbox options. For example, if you have single number reach and paging services, you can use PMA to change your single number reach phone numbers and defined message notifications.

Note Most features can be administered through the telephone interface and through PMA; however, features such as message notification can be administered only through PMA.

You access PMA by logging in with either your e-mail address and e-mail password or your telephone mailbox ID and password, depending on how your system is configured. Whenever logged in, the PMA menu system provides forms in which you can review and change parameters for your mailbox. This includes the ability to change your e-mail password and also your PIN used for phone access. Note that all changes you submit in PMA forms become immediately effective for your mailbox.

Note Various menu links (and forms) described throughout this chapter may not be available to you, depending on the set of services supported by your particular account. For example, if you do not have single number reach, you will not see the Administer Single Number Reach option in your PMA Main Menu. Note also that some menus shown in this chapter are related to "multi-line" mailboxes, meaning a mailbox with a primary phone number and up to four secondary phone numbers. If after logging into PMA you see only a Main Menu, you do not have a multi-line mailbox. In that case, disregard "Multi-Line Mailbox Menus" .

The following topics will help you get started with using PMA:

Starting PMA

Your service provider can provide you with a Web page address (a URL) for your browser to access PMA. Typically, you will receive an e-mail with a hyperlink (an underlined Web page address) to the proper resource. Click on that link to start your Web browser (if not already started) with the and display the PMA login screen (Figure 10-1).

If you do not have an e-mail containing the hyperlink, but have the URL information for PMA, you can enter it directly in your Web browser.

To start PMA if you do not have an e-mail containing the hyperlink, but have the URL information for PMA:

Step 1 Start your Web browser in the normal fashion.

Step 2 Click in the Location field and highlight all URL text.

Step 3 Type in the URL address you were given for the administration host.
This should replace any previous URL that was highlighted.

For example: http://st-net7:280

Step 4 Press Enter.
Your browser should display the Personal Mailbox Administration login screen (Figure 10-1).

Figure 10-1: Personal Mailbox Administration Login Screen

Note Bookmark the PMA login screen in your Web browser for quick access in the future.

Logging in to PMA

After starting PMA, follow these steps to log in.

Step 1 Click in the E-mail Address field and type in your e-mail address.

Depending on how your system is set up, you may also be able to use your phone ID here.

Step 2 Click in (or Tab to) the E-mail Password field and type in your e-mail password.

Step 3 Click the Login button.

After logging in, you will see one of two screens, depending on your account.

If you have a single telephone number for your mailbox, you see the Main menu of the Personal Mailbox Administration is displayed in your browser window, as shown in Figure 10-2.
If you have a "multi-line mailbox," meaning you have a primary phone number plus one or more secondary phone numbers, you see a "Choose Telephone Number menu," as shown in Figure 10-3. Each link in this menu provides a Main menu for that phone number.

Main Menu

Note From any screen in PMA, you can quickly return to the Main Menu using the hyperlink provided near the top of the current window. Of course, you can also use your normal browser buttons (Back, Forward, etc.) when navigating in PMA. However, be aware that you should always log out of PMA from the Main Menu, using the Log Out link.

Figure 10-2: Main Menu of PMA (Not Multi-line Mailbox)

Possible PMA Main Menu options (with a single phone number mailbox) include:

Multi-Line Mailbox Menus

The "Choose Telephone Number" menu provides links to the different Main menus, one each for your primary phone number plus your secondary phone numbers (up to four secondary phones).

Figure 10-3: Choose Telephone Number

Click on one of your mailbox phone numbers to see its Main menu.

The Main Menu for the primary phone number is similar to the one shown previously (Figure 10-2), with the addition of a "Display Telephone Numbers" menu link (Figure 10-4). That link returns you back to the "Choose Telephone Number" menu shown above.
The Main Menu for any secondary phone number shows a "subset" of the options available in the primary number Main Menu (Figure 10-5). These options apply only to that particular secondary phone number. Also included is a link to return back to the "Choose Telephone Number" menu shown above.

Figure 10-4: Main Menu for Primary Phone Number (Multi-Line Mailbox)

Figure 10-5: Main Menu for Secondary Phone Number (Multi-Line Mailbox)

Possible PMA Main Menu options for a secondary number include:

About Multi-Line Mailboxes

If you have a multi-line mailbox, you will notice that PMA menus are organized differently between your primary phone number and your secondary numbers. However, there is no difference in functionality when you use a telephone to access your mailbox using a secondary number vs. your primary number, apart from any configuration differences you've entered for the secondary number. Note that a single PIN is used by your mailbox—if you change it while logged in under one phone ID, all numbers are affected.

For example, when you use the phone to log in to your mailbox using a secondary number, you hear the same messages as if you logged in using your primary number. However, you may have set your "message playback" options differently for that secondary number. For instance, you may hear both message headers and message bodies when using that secondary number, but only message bodies when using your primary number.

Each mailbox ID (your primary number and all secondary numbers) can have its own:

Recorded name (should be unique for each mailbox ID)
System greeting
Business hours
Single number reach setup
Attendant call coverage setup
Message playback
Message notification

From your callers' perspective, your separate phone numbers (into your same mailbox) may appear quite different. Much of this depends on how you've recorded your greetings, as one example. Note that each number, whether primary or secondary, has an independent "spoken name" for the system greeting, plus a full set of available greetings (all-calls, no-answer calls, busy calls, out-of-business-hours calls, extended absence, single number reach). Note also that variations in your business days and hours and single number reach routines among your numbers may result in different experiences for your callers.

Note It is important to remember there is no partitioning of your messages in your mailbox by the "called number," only by message type: voice, fax, and e-mail. You should keep this in mind when you record your greetings for your different phone numbers and also when setting other options such as business hours and days and single number reach (if available).

About PMA Forms

Menu links in PMA let you review your various mailbox settings on forms. Each form allows you to change one or more parameters using check boxes, drop-down lists, or entry fields for phone numbers.

The bottom of each form has at least two buttons, typically labeled Submit and Reset. Depending on the menu option you selected, Submit may be labeled differently, for example, Change Password.

Figure 10-6: Submit and Reset Buttons on PMA Forms

Submit - Click this button to enter the form for the current function with all parameters as displayed.
These settings become effective immediately for your mailbox.
Reset - Click this button to change parameters in the form back to the settings that were in effect since you last submitted.

Personalizing Mailbox Preferences

Clicking the Personalize Mailbox Preferences link on the Main Menu in PMA produces another menu of links. These links provide access to forms that allow you to change passwords for your e-mail and phone access (PIN). Other options let you change the method in which messages are played back and change your designated business days and hours. Depending on what additional services you have, various other options may also be available.

Figure 10-7: Mailbox Preferences Menu

Possible link options in your Personalizing Mailbox Preferences menu include:

Changing Your PIN (not available if secondary phone menu)
Changing Your E-mail Password (not available if secondary phone menu)
Changing Your Preferred Language (not available if secondary phone menu)
Administering Message Playback
Changing Business Days and Business Hours
Setting a Default Fax Machine (not available if secondary phone menu)
Setting Up Attendant Transfer

Click on any link to access the current settings for that function.

Note If you select this option from a secondary phone number Main Menu, the Mailbox Preference menu contains fewer menu options, as shown in Figure 10-8.

Figure 10-8: Mailbox Preferences Menu (Secondary Phone Number)

These are the three possible link options in your Mailbox Preferences menu for any secondary phone number (multi-line mailboxes only):

Click on any link to access the current settings for that function.

Changing Your PIN

This option allows you to change your voice mailbox's personal identification number (PIN) used for telephone access. It does not display (or require) your current PIN.

To change your PIN:

Step 1 On the Mailbox Preference page, click Change Password for Telephone Access.

A new form opens with two password entry boxes.

Step 2 Enter your new PIN twice, once in each of the form's two entry boxes.

Note For security reasons, do not use your primary phone number as your PIN.
Your PIN must use only numerals 0 through 9, and be between 4 and 8 digits in length, depending on how your service provider has configured the system. Do not enter spaces or any other characters except numbers.

Step 3 Click the Change Password button.

Your new PIN becomes effective immediately.

Changing Your E-mail Password

This option allows you to change your password used for accessing both your e-mail and PMA. It does not display your current e-mail password.

To change your e-mail password:

Step 1 On the Mailbox Preference page, click Change Password for E-mail.

A new form opens with two password entry boxes.

Step 2 Enter your new password twice, once in each of the form's two entry boxes.

Note Your e-mail password must typically contain only letters and numerals, and be between 4 and 8 characters in length, depending on how your provider has configured the system. Do not enter spaces. Check with your provider to see if other characters such as punctuation marks or other printable characters (@, #, *, etc.) are allowed in e-mail passwords.

Step 3 Click the Change Password button

Your new password becomes effective immediately.

Note After changing your e-mail password, you can continue to make changes in your current PMA session, plus operate your currently active e-mail session. However, you will need to use your new e-mail password the next time you log in to PMA or restart your e-mail.

Changing Your Preferred Language

If your service provider supports multiple languages, you can select a language. Your selected language is used in the playback of system prompts and for the text-to-speech playback you hear when listening to e-mails over the phone.

To change your preferred language:

Step 1 On the Mailbox Preference page, click Change Preferred Language.

A new form opens with a dropdown list.

Step 2 On the dropdown list, click your preferred language.

Administering Message Playback

Your can select:

The telephone playback method for your voice messages
Which system prompt you hear after entering your PIN

To select message playback options:

Step 1 On the Mailbox Preference page, click Administer Message Playback.

A new form opens with two pulldown menus.

Figure 10-9: First Message Playback Menu

Step 2 From the first menu, select one of the following:

Message bodies only—You hear just the voice message, without the header information. Typically, this setting is configured as the system default. (Even if you select this option, you can always press 5 while listening to a message to play its header.)
Headers and bodies—For each message, you hear header information first, then the voice message. Header information includes:
- From—The spoken name of the subscriber, or the caller's phone number if not a subscriber.
- Received—The time and date of the voice message.

Note For fax messages, only the header is played, regardless of this setting.

Figure 10-10: Second Message Playback Field

Step 3 From the second menu, select one of the following:

Get Messages Menu First—You hear the inventory by message type (voice, e-mail, fax). You are prompted to select the type of messages you want to hear. If you want to go to the Main Menu instead, you press *1. (You may have to press *1 twice if Message Inventory is on.) Typically, this setting is configured as a system default.
Main Menu First—You hear the inventory by message type (voice, e-mail, fax). You are then prompted to select one of the main menu options, including Get Your Messages, Send a Voice Message, Record or Change Your Greetings, etc. If you select Get Your Messages, you then hear the same prompt as above, meaning you select the type of messages you want to hear.

Changing Business Days and Business Hours

This option provides a form to define your normal days and hours of business. The system uses this information to determine which of your message greetings to play when your caller gets no answer. If you have the single number reach service and have made it active, this same information is used to select one of the three possible single number reach sequences.

To change your business days and hours:

Step 1 On the Mailbox Preference page, click Administer Business Days/Business Hours.

A new form opens with check boxes for business days and dropdown lists for hours and minutes.

Step 2 Click the check boxes for your business days so that each of your business days has a check mark next to it.

Figure 10-11: Business Days and Hours

Step 3 Using the dropdown menus, select the hour, minute, and AM/PM selections for the time your business hours start.

Note Starting and ending times for business hours are adjustable in 5-minute increments, as shown in the dropdown menus in Figure 10-11.

Step 4 Using the dropdown menus, select the hour, minute, and AM/PM selections for the time your business hours end.

Setting a Default Fax Machine

You can enter a fax machine number used for printing your faxes (and e-mails) when you access them using a phone. This feature is particularly useful if you are traveling away from your regular office, without access to your normal print devices.

To set up a default fax machine:

Step 1 On the Mailbox Preference page, click Set Default Fax Machine.

A new form opens with a blank text box.

Step 2 Click in the box and enter the telephone number for the fax machine.

Note Enter phone numbers using only numerals and without spaces, hyphens, or punctuation. For example, 8045553232 or 5553232 or 3232 are good entries, whereas (804) 555-3232, 555-3232, 804.555.3232 are not acceptable.

Setting Up Attendant Transfer

If you have the Administer Attendant Transfer option available on your system, there is a single-field form for assigning a transfer phone number. During the playback of your greeting, your caller can press 0 (zero) to be transferred to this number.

If you use this feature, you may wish to mention in your greeting(s) how to use it. See the "Setting Up Attendant Call Coverage" for additional information.

To set up attendant transfer:

Step 1 On the Mailbox Preference page, click Administer Attendant Transfer.

A new form opens with a blank text box.

Step 2 Click in the box and enter the telephone number for the transfer telephone number.

Attendant Transfer is disabled if you submit this form with a blank field, that is, without a number

Administering Single Number Reach

This Main Menu option of PMA provides a complete form for you to define all parameters associated with the single number reach function, including the ability to toggle this service On and Off.

Single Number Reach Overview

When you have single number reach enabled (On), and a caller gets no answer at your phone, by default the caller is told by a system message that it can try other numbers to find you. The caller is also given the choice to leave you a voice message. If the caller chooses for the system to try other numbers, a prompt asks for the caller's name. After recording the caller's name, the single number reach routine begins outdialing, using one of three possible single number reach sequences.

Each single number reach sequence can include up to three other phone numbers, and optionally your pager, if you have a pager configured. The single number reach sequence in effect is determined by the time of the call and the setting of your business days and hours.

In any single number reach sequence, if the first reach number is answered, a prompt tells you that your caller (by recorded name) is trying to contact you. Call answer options include accepting the call, declining the call, or sending the caller to your voice mail.

If accepted, your caller is connected to you at the single number reach number.
If declined (or if no option is chosen), the next reach number in the sequence is dialed by the system. This also occurs if there is no answer. This pattern continues until all three numbers have been tried, at which point the caller is prompted either to page you, if paging is enabled, or to leave a voice message in your mailbox.
At any point in this sequence, if you choose to send the caller to voice mail, the single number reach dialing sequence is ended. The caller is prompted to leave a voice message in your mailbox.

During the single number reach dialing sequence, your caller hears only music and is unaware of any option selections by you at any of the single number reach numbers, or for that matter, how many numbers were tried. If the pager option is enabled for a single number reach sequence, your pager is dialed only after all other reach numbers have been tried without being accepted or being sent to your voice mail, and the caller has chosen to page you rather than leave a message.

Note If you have the paging service, it is OK for you to set up any single number reach sequence with only your pager enabled, and no other reach numbers.

If you want, you can record and activate your own custom single number reach greeting. That greeting is played instead of the system message whenever you have single number reach enabled and your phone is not answered. Typically, you would want to inform callers in your custom single number reach greeting that other numbers will be tried. At the end of your custom single number reach greeting, the caller is still prompted by the system to announce his or her name, and is also given the option to leave you a voice message.

Setting Up Single Number Reach

The Administer Single Number Reach form is divided into these four main areas:

To set up single number reach:

Step 1 On the Personal Mailbox Administration Main Menu page, click Administer Single Number Reach.

The "Enable Single Number Reach Service" section of the form illustrated in Figure 10-12 shows whether your single number reach service is currently On (Yes or No). The original default is No.

Figure 10-12: Enable Single Number Reach Service

Step 2 Select Yes to enable single number reach, or No to disable it.

If you submit this parameter as Yes, the single number reach service will be in effect until you set it back to No.

Step 3 Select Yes or No in the "Enable Single Number Reach Paging Service" section of the form illustrated in Figure 10-13. The original default is No.

Note This setting is for all lines on a multi-line mailbox. Turning this feature on or off for one line turns it on or off for all lines in that mailbox.

Figure 10-13: Enable Single Number Reach Paging Service

If you submit this parameter as Yes, your pager will be included in any single number reach sequence in which you have included your pager, until you set this parameter back to No.

Note Your pager is not dialed if the single number reach call is accepted or sent to your mailbox.

Step 4 In the "Enter Your Phone Numbers Here" section of the form illustrated in Figure 10-14, enter the phone numbers where the system should try to reach you.

Figure 10-14: Enter Your Phone Numbers Here (typical for each of three sequences)

Enter phone numbers for each of these three options:

Business Hours / Business Days—No-answer calls during normal hours of business will follow this sequence of outgoing calls in an attempt to locate you.
Non Business Hours / Business Days—No-answer calls on normal business days that occur outside of normal business hours will follow this sequence of outgoing calls in an attempt to locate you.
Non Business Days—No-answer calls during non-business days will follow this sequence of outgoing calls in an attempt to locate you.

Note Enter phone numbers using only numerals and without spaces, hyphens, or punctuation. For example, 8045551212 or 5551212 or 1212 are good entries, whereas (804) 555-1212, 555-1212, 804.555.1212 are not acceptable.

Step 5 If necessary, update your business days and hours in the "My current business days and hours are" section of the form illustrated in Figure 10-15. The single number reach service, when enabled, follows one of the three defined outgoing call sequences based upon the time your call is received and these business day and hour settings.

Figure 10-15: My current business days and hours are:

Note These are the same business day/hour settings used to establish which of your greetings will be played (also set from the "Changing Business Days and Business Hours" form).

Changing Cellular Message Notification Format

You can use this Main Menu option if you have a text-capable cell phone set up with your voice mailbox using SMS or Short Messaging Service protocol. (This feature may not be available on all systems.) If you enable this function, the system will page you as described in the steps that follow.

To set up Cellular Message Notification:

Step 1 On the Personal Mailbox Administration Main Menu page, click Administer Cellular Notification Format.

The cellular notification form illustrated in Figure 10-16 opens and displays three menus.

Figure 10-16: Administer Cellular Message Notification Format

Step 2 On the Notification Type menu, choose one of the following:

Detailed—Each message notification includes the message type, message header, date and timestamp, and if an e-mail message, attachment statistics and message text. For example:

"Email from William Smith regarding Marketing Meeting received on 31/03/00, 17:35.
Attachments: 0 totalling 0 kb Text:Mary, please ask Bob for some customer feedback."

Message Count—Only the current count of new messages appears, sorted by message type.

: For example: "Voice: 3 Email: 5 Fax: 2"

Step 3 If you selected the Detailed notification method, on the Preferred Date Format menu choose one of the following:

mm/dd/yy—Each message notification uses this date stamp, for example, 03/31/00
dd/mm/yy—Each message notification uses this date stamp, for example, 31/03/00.
yyyy/mm/dd—Each message notification uses this date stamp, for example, 2000/03/31.

Step 4 If you selected the Detailed notification method, on the Preferred Time Format menu choose one of the following:

12 hour—Each message notification uses an AM/PM timestamp, for example, 05:35PM.
24 hour—Each message notification uses a 24-hour timestamp, for example, 17:35.

Administering Defined Message Notification

If available, the message notification function alerts your phone when new messages arrive in your mailbox. For example, your phone's message waiting indicator (MWI) light may turn on, or a stutter dial tone may be heard when you first pick up your phone.

If you have a registered pager, you can also define message notification for it independently from your phone's message waiting indication.

To define message notification for your phone:

Step 1 On the Personal Mailbox Administration Main Menu page, click Administer Defined Message Notification.

The Administer Defined Message Notification page, illustrated in Figure 10-17, opens.

Figure 10-17: Defined Message Notification Menu

Step 2 Click Modify Defined Message Notification.

The Modify Defined Message Notification page, shown in Figure 10-18, opens.

Figure 10-18: Modify Defined Message Notification

Step 3 For your telephone number(s) and pager, click the box for each type of message you want to be notified of.

This form will display all of the phone numbers associated with your mailbox, including your primary phone number (mailbox ID), any secondary numbers you may have, and a pager. A check appears in boxes you selected. The following table defines the options available.

Message Type / Priority
Description

Voice Normal

Voice messages that are marked as normal priority

Voice Urgent

Voice messages that are marked as urgent priority

Fax Normal

Fax messages that are marked as normal priority

Fax Urgent

Fax messages that are marked as urgent priority

E-mail Normal

E-mail messages that are marked as normal priority

E-mail Urgent

E-mail messages that are marked as urgent priority

Message Type / Priority	Description
Voice Normal	Voice messages that are marked as normal priority
Voice Urgent	Voice messages that are marked as urgent priority
Fax Normal	Fax messages that are marked as normal priority
Fax Urgent	Fax messages that are marked as urgent priority
E-mail Normal	E-mail messages that are marked as normal priority
E-mail Urgent	E-mail messages that are marked as urgent priority

Step 4 When done, click Modify.

Note You can toggle paging notification On or Off using the other submenu page under Administer Defined Message Notification: Setting Message Notification Paging Preferences. The notification defaults for paging are Voice Normal, Voice Urgent, Fax Normal, and Fax Urgent.

Setting Message Notification Paging Preferences

After you select the types of messages you want pager notification for using the previous procedure, use the following procedure to turn pager notification on or off.

To enable or disable message notification to your pager:

Step 1 On the Personal Mailbox Administration Main Menu page, click Administer Defined Message Notification.

The Administer Defined Message Notification page, illustrated in Figure 10-17, opens

Step 2 Click Set Message Notification Paging Preferences.

A page opens and allows you to choose Yes or No.

Step 3 Do one of the following:

Click No—The system will not dial your pager to notify you of any new messages in your Inbox, but will maintain the current setup in memory.
Click Yes—The system will dial your pager to notify you of new messages when received in your mailbox, based on your current Modify Defined Message Notification settings.

Managing Distribution Lists

This Main Menu option provides forms in which you can review and change distribution lists for your mailbox. Each distribution list is a collection of subscriber's telephone numbers to which you can send (or forward) messages. A distribution list lets you reach several subscribers with one message.

You can use PMA to:

List distribution lists
Add a new distribution list
Modify distribution lists
Delete a distribution list

Listing Distribution Lists

From the PMA Main menu, click Managing Distribution Lists. Your existing distribution lists, if any, are listed in a table showing each distribution list number and description for each list.

Figure 10-19: List of Distribution Lists

Note For any distribution list that you have previously created using the telephone interface, the description field is blank. You can select the list and enter a description; your previously assigned spoken name is still retained.

Adding New Distribution Lists

To add a new distribution list:

Step 1 Click the Add New List button at the bottom of the list of distribution lists.
The Add New List form appears (Figure 10-20).

Figure 10-20: Add New List form

Step 2 Click in the Distribution List Number field and enter a number from 1 to 99. This number must be unique from any other distribution list you currently have.

Step 3 Click in (or Tab to) the Distribution List Description field and type your description, up to 30 characters.
You see this description when you access your description lists using PMA.

Step 4 Click the Create button to access the new list in the Edit Distribution List form (Figure 10-21).

Figure 10-21: Edit Distribution List form

Step 5 Click on Address Type in the list table for the subscriber to be added and select either:

E-mail Address
Subscriber Name
Telephone Number
Secondary Telephone Number

Step 6 Click in (or Tab to) the adjoining Address Value field and enter the subscriber's e-mail address, name, telephone number, or secondary telephone number, depending on your selection for Address Type.

Note To enter a subscriber, there is no functional difference among the three Address Type selections. However, you must enter the correct telephone number or exact name (first and last) used by the system for the subscriber. If the phone number or name you enter is not resolved to a subscriber when you submit this form, you see an error message telling you which entries were incorrect. You are then returned to the distribution list edit form to make corrections for resubmittal.

Note To enter a non-subscriber, select and enter the necessary e-mail address. Upon submittal, the entry "External User" displays in the Name field as "External User."

Step 7 Click in (or Tab to) the adjoining Comment field and enter any information you would like to see about the list member when you review the list in PMA. Note that this field is optional. You can enter any printable characters except the tilde (~).

Step 8 Repeat steps 5, 6, and 7 to continue to add or modify subscribers to your list, as necessary.
Click the Add More button, as needed, to add an additional row for adding subscribers.

Step 9 When satisfied with your list of subscribers, click on the Submit button (Figure 10-22).

Figure 10-22: Submitting a Distribution List

If you have correctly entered list members, you are returned to a Results page saying your distribution list is updated. Click the "here" link to go back to List of Distribution Lists (Figure 10-23).
If you have incorrectly entered a phone number or name for a subscriber, an error message will result. Read the error message to determine which possible entry(s) is in error, and click the provided here link to return to the edit list form and make the necessary corrections.
If you have incorrectly entered an e-mail address for a subscriber, the system will save the entry and label it as "External User." You will need to delete that entry and reenter the subscriber's correct e-mail address.

Note You are allowed up to a certain number of distribution lists, with each list allowed to have up to a certain number of subscribers. Your maximum number of distribution lists and the maximum subscribers per list is dependent on your system's configuration. Typical mailbox defaults allow a maximum of 10 distribution lists, each capable of naming up to 65 subscribers. Consult your service provider for specific limits on your distribution lists.

Figure 10-23: Updated List of Distribution Lists

Modifying Distribution Lists

You can modify any of your distribution lists. On any list you can add and delete subscribers, and also change the list description seen in PMA.

To modify a distribution list:

Step 1 From the list of distribution lists, click any distribution list by number or description shown in the table. The Edit Distribution List form appears with the existing members (Figure 10-24). Note that existing subscribers are confirmed by Name in the far right column, meaning the system resolved your Address Type and Address Value entry to a system subscriber. Any non-subscribers appear as "External User."

Figure 10-24: Edit Distribution List form

Step 2 To modify the list descriptor, click in the List Description field and highlight the text to be replaced.
Type in your new description.

Step 3 To add another list member, on the first blank row select the Address Type and enter the necessary Address Value (e-mail address, subscriber name, telephone number, or secondary telephone number) for that recipient. See steps 5, 6, and 7 in the previous "Adding New Distribution Lists" .
If no blank row is available, click the Add More button first.

Step 4 To delete a list member, select the Delete check box beside that member's Address Value.

Step 5 You can also modify any Comment previously entered for any list member.

Step 6 When satisfied with your modified distribution list, click on the Submit button at the bottom of the form.

If you have correctly entered list members, you are returned to a Results page saying your distribution list is updated. Click the here link to go back to List of Distribution Lists (Figure 10-23).
If you have incorrectly entered a phone number or name for a subscriber, an error message results. Read the error message to determine which possible entry(s) is in error, and click the provided "here" link to return to the edit list form and make the necessary corrections.
If you have incorrectly entered an e-mail address for a subscriber, the system saves the entry and labels it as an "External User." You need to delete that entry and reenter the subscriber's correct e-mail address.

Deleting Distribution Lists

You can delete one or more distribution lists from the list of distribution lists (Figure 10-23).

To delete a distribution list:

Step 1 Select the Delete check box beside any listed distribution list(s).

Step 2 Click the Delete Marked button at the bottom of the form.
The list or lists you marked are deleted from your mailbox setup.

Note Be aware that list deletion is final, without any additional confirmation dialog. Also, you cannot use your browser's Back button to "undo" deleted lists. (Even though a deleted list may appear, if you click Reload or Refresh on your browser, you will then see it is gone).

Logging out

Always use this Main Menu option to exit your PMA session. You are returned to the PMA login screen, with blank fields for E-mail Address and E-mail Password (Figure 10-1).

Note Using the Logout option prevents unauthorized return access to your PMA without logging in again, for example, by using the Web browser's Back and Forward buttons.

Table of Contents

Using Personal Mailbox Administration (PMA)

About Multi-Line Mailboxes