A voicemail distribution list lets you easily send the same message to everyone on the list at the same time. If you routinely send identical messages to the same group of people, creating a distribution list will save you time and effort.
You can have as many as 25 lists with up to 99 members on each list. Message delivery can be immediate, or it can be scheduled for a specific date and time. Your distribution lists are private, so only you can send voice messages to your lists. Additionally, lists can be created and managed via your desktop phone or online with IP Phone Call Manager.
Create a Voicemail Distribution List
Via the Desktop Phone
- Access your voicemail box.
- From the Main Menu, press 4 for Setup Options.
- Press 2 for Message Settings.
- Press 4 to manage Private Lists.
- Type a number between 1 and 25 to be associated with this list and listen for Private List <number>. Follow the prompts to add names to the list.
- Enter the 5-digit extension of the mailbox subscriber you want to add to the list, then press the # key.
- If the name you hear is correct, press the # key to add it to the list.
- Press the * key when you are done adding names.
- At this time, you may choose option 3 to re-record the name of the list. Follow the prompts to record a name for the list.
Via the Online Portal
- Go to IP Phone Call Manager.
- Select Go to My Voicemail. You'll then be directed to the Cisco Unity Connection application.
- Using your CNetID or UCHAD ID, log in to the Personal Communications Assistant.
- At the Applications screen, select Messaging Assistant.
- From the Private Lists drop-down menu, select New Private Lists.
- Enter a new name for the list or use the default name.
- Recording a name for your list from the web interface is optional. If you choose to record, it can be done in conjunction with your phone and the web Media Master only if it has been configured by the system administrator. If so, when the Record option is selected, follow the prompts to record a new list name.
- Select Add Members.
- From the Find Names dialog box, select the Users tab.
- From the Search Criteria drop-down, select Device to find users by extension or search for first or last name. Then select Find.
- From the Search Results, check the box of the user to be added to the Private List and then select Add Members.
- Continue to add members as desired. Then close the Find Names dialog box.
- Select Save.
Change the Members in Your Distribution List
You can to add or delete members on your list without recreating the whole list.
Via the Desktop Phone
- Access your voicemail box.
- From the Main Menu, press 4 for Setup Options.
- Press 2 for Message Settings.
- Press 4 to manage Private Lists.
- Press 2 for Change the Names on a Private List.
- Enter the private list number, then press the # key.
- Press 1 to add a name.
- Enter the 5-digit extension of the mailbox subscriber you want to add to the list, then press the # key.
- If the name you hear is correct, press the # key to add it to the list.
- Press the * key when you are done adding names.
- Press 2 to review and/or delete a member.
- Press 3 to delete the name, press 1 to confirm.
- Press 9 to skip to the next name.
- Press 7 to hear the previous name.
- Press the * key to exit when you are done.
Via the Online Portal
- Go to IP Phone Call Manager.
- Select Go to My Voicemail.
- Using your CNetID or UCHAD ID, log in to the Personal Communications Assistant.
- At the Applications screen, select Messaging Assistant.
- From the Private Lists drop-down menu, select New Private Lists.
- Select the Private List you want to modify by clicking the List link in the Private List column.
- Remove member(s).
- Check the member(s) name from the Private List Member table.
- Click the Delete Selected icon.
- For new members, select Add Members.
- From the Find Names dialog box, select the Users tab.
- From the Search Criteria drop-down, select Device to find users by extension or search by first or last name. Then select Find.
- From the Search Results, check the box of the user to be added to the Private List and then select Add Members.
- Continue to add members as required. Then close the Find Names dialog box.
- Select Save.
Delete a Distribution List
Via the Online Portal (a list cannot be deleted by phone)
- Go to IP Phone Call Manager.
- Select Go to My Voicemail.
- Using your CNetID or UCHAD ID, log in to the Personal Communications Assistant.
- At the Applications screen, select Messaging Assistant.
- From the Private Lists drop-down menu, select View Private Lists.
- From the Private List, select the list you want to delete.
- Select the Delete Selected Rows icon.
Review Your Distribution List
Via the Desktop Phone
Reviewing your list allows you to hear what mailbox numbers are included. To review:
- Access your voicemail box.
- From the Main Menu, press 4 for Setup Options.
- Press 2 for Message Settings.
- Press 4 to manage Private Lists.
- Press 1 to Hear Private Lists.
Change the Recorded Name of a Distribution List
Via the Desktop Phone
Each list has a recorded name to help differentiate lists and assist in organizing members and messages. To change the recorded name:
- Access your voicemail box.
- From the Main Menu, press 4 for Setup Options.
- Press 2 for Message Settings.
- Press 4 to manage Private Lists.
- Press 2 for Change the Names on a Private List.
- Enter the private list number, then press the # key.
- Press 3 to re-record the name of the list.
- Follow the prompts to change the name. If the list you choose does not already have members, you must add them before you can record a name for the list.