Initial Setup
Requirements:
- Avaya IP Office System
- Voicemail Pro License
- Admin Access Credentials
- Network Connectivity
- Telephone Handset
Step-by-Step Voicemail Configuration
- Access Voicemail System: Dial the voicemail access number (usually *17 or 8500) from your Avaya phone.
- Initial Password Setup: Enter the default password (typically 1234) when prompted, then create a new secure password.
- Record Greeting: Follow voice prompts to record your personal greeting. Press # when finished.
- Configure Message Settings: Set message length, notification preferences, and retention policies.
- Set Up Message Forwarding: Configure email integration to receive voicemail notifications.
- Test Voicemail: Have another extension leave a test message to verify proper setup.
- Admin Configuration: Access IP Office Manager to set system-wide voicemail parameters.
System Specifications
| System Type | Avaya IP Office Voicemail Pro |
| Compatible Systems | IP Office 500, IP Office Server Edition, J Series |
| Maximum Mailboxes | 500 (Standard), 1000 (Enhanced) |
| Storage Capacity | 100 Hours (Standard License) |
| Message Length | Configurable 30-300 seconds |
| Supported Codecs | G.711, G.729, G.726 |
| Email Integration | SMTP, IMAP, Microsoft Exchange |
| Access Methods | Phone, Web Interface, Email Client |
| Security Standards | TLS 1.2, SRTP, Password Encryption |
| Backup Options | Automatic Daily, Manual, Cloud |
| Languages Supported | English, Spanish, French, German + 15 more |
| Maximum Concurrent Calls | 32 (Standard), 64 (Enhanced) |
License Information
- Basic License: 25 mailboxes, 50 hours storage
- Standard License: 100 mailboxes, 100 hours storage
- Enhanced License: 500+ mailboxes, 200 hours storage
- Maintenance: Annual software assurance available
For technical support, contact Avaya Support at 1-888-242-9191 or visit avaya.com/support
Voicemail Features
Visual Voicemail
Access voicemail messages through a visual interface on compatible Avaya phones with message list, caller ID, and time stamps displayed.
Email Integration
Voicemail messages automatically forwarded to email as WAV or MP3 attachments with transcription options available.
Multiple Greetings
Set different greetings for business hours, after hours, holidays, and alternate greetings for specific callers.
Message Screening
Listen to callers leaving messages in real-time and choose to answer the call before they finish recording.
Call Forwarding Rules
Advanced rules for forwarding calls to voicemail based on time of day, caller ID, or busy/no answer conditions.
Speech Recognition
Advanced speech-to-text conversion for message transcription and voice commands for message navigation.
Common Voicemail Commands
Play Messages
Press 1 to listen to new messages, 2 for saved messages
Message Controls
Press 7 to delete, 9 to save, 4 to repeat, 6 to skip forward
Greeting Management
Press 3 to record greeting, 5 to activate alternate greeting
Caller Options
Press 0 for operator, * to return to main menu
Message Forwarding
Press 8 to forward message to another extension
System Settings
Press # for settings, * for help during any prompt
Troubleshooting
| Problem | Possible Cause | Solution |
|---|---|---|
| Cannot access voicemail | Incorrect access number, mailbox not configured | Verify access number (*17 or 8500), contact admin to configure mailbox |
| Callers cannot leave messages | Mailbox full, greeting not recorded, forwarding enabled | Delete old messages, record greeting, check call forwarding settings |
| No message notification | Message waiting indicator off, notification disabled | Check phone settings, enable visual message waiting indicator |
| Poor audio quality | Network issues, codec mismatch, handset problem | Check network connectivity, verify codec settings, test with different handset |
| Email notifications not working | SMTP configuration incorrect, email server issues | Verify SMTP settings in IP Office Manager, check email server status |
| Cannot change password | Admin restrictions, incorrect current password | Contact system administrator, verify current password before changing |
Common Error Codes
- Error 101: Mailbox not found - Contact administrator to create mailbox
- Error 202: Invalid password - Reset password through administrator
- Error 303: Mailbox full - Delete old messages to free space
- Error 404: System busy - Try again later or contact administrator
- Error 505: Configuration error - System requires reconfiguration
- Error 606: License expired - Renew voicemail license
Manual Downloads
Current System Manuals
IP Office 500 V2
Voicemail Pro Setup Guide
Server Edition
Advanced Voicemail Configuration
J Series Phones
Visual Voicemail User Guide
IP Office Manager
Admin Configuration Manual
Legacy System Manuals
IP Office 403
Voicemail Lite Setup
Partner Mail VS
Voicemail System Guide
Definity System
Audix Voicemail Manual
Merlin Mail
Legacy Voicemail System