user manual

9 - 24 Messages
Issue 3 EliteMail VMS/EliteMail Limited
Choose Group Names and Numbers
A group spelled name or number is important for two reasons. The system
sorts groups in the Groups Screen based on the name or number in the
Name field. Also, a subscriber uses the first three characters of the group
name or number to select the group by telephone.
A message group also has a recorded name. A message group recorded
name is the name subscribers hear when selecting a group.
Group names or numbers do not have to be unique. However, the group
recorded name should correspond to the group spelled name or number to
make it easy for subscribers to select the group they want. Groups with
identical recorded names cause confusion.
Carefully consider the names or numbers you give open groups. If you use
named groups, choose three letters that are easy to remember. For
example, it would be easy to remember that pressing A L L on the
telephone keypad sends a message to a group with the recorded name All
Staff. If you use numbered groups, it helps to distribute a list of open
groups and their group numbers to all subscribers, to reduce duplicate
group numbers.
Add Groups at the Console
1. At the voice mail system Banner Screen, press to sign in. Enter a
System Manager ID, and press . Enter the System Manager
security code and press .
2. Press - to display the Groups Screen.
3. Press to add a group. The pop-up Add Menu window is displayed.
4. Press the arrow keys to highlight either Private Group or Open
Group, and press .
5. To add a group owned by the System Manager, press . To assign
the message group to another subscriber, press .
For open groups, you can press to assign the group to
•SYSTEM•. Otherwise, enter the name of the new group owner.
6. Enter the first few letters of the subscriber last name, and press
. The system displays the name of the first subscriber whose
last name matches these letters. Press to select this subscriber.
Press to view the next subscriber whose last name matches the
letters. Press until the subscriber name is displayed. Press .
7. Record a name for the message group. For details, refer to Chapter
15 Recording Voice Fields.
8. Add members to the message group.