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Office@Hand: [ADMIN] Setting up a Message-Only extension on your account 
Article #2644

How to set up an Extension to Take Messages Only via web

The Messages-Only Extension is one that is dedicated specifically to receive messages. All calls routed to this extension will automatically be directed to the extension’s voicemail box.

The following information can be modified inside the Messages-Only group section:

  • Extension Info
  • Direct Numbers
  • Messages & Notifications 

IMPORTANT: You need to be an account Administrator to perform the actions indicated in this article.

Note: Before proceeding to the steps below, make sure that you are currently logged in to your Office@Hand Online account as an Administrator. See Office@Hand: Logging in to your Office@Hand account to know more.

This article discusses the following topics:

Adding a Messages-Only extension
Configuring a Messages-Only Extension    

Extension Info 

  • Editing the Extension Info settings    

Direct Numbers 

  • Adding a Direct Number    

Messages & Notifications 

  • Editing the Messages & Notification options  

Adding a Messages-Only Extension

  1. Under Phone System > Groups, go to the Others tab and click the New Message-Only Extension.

    Under Phone System > Groups, go to the Others tab and click the New Message-Only Extension.

  2. Enter the Extension Number, Extension Name, and Email address of the Extension user, and then click Save.  

    Enter the Extension Number, Extension Name, and Email address of the Extension user, and then click Save.  

Configuring a Messages-Only Extension

Once the Messages-Only Extension has been activated, you can now configure its settings. The following can be modified at this point:

  • Extension Info allows you to edit the extension number, name, contact email address, security settings (password, security question and answer), and regional settings (time zone, time format, home country code, and greetings language) of a specific extension. You may also disable and delete your extension in this section.
  • Direct Numbers lets you create toll-free, local and vanity numbers where calls will be routed to.
  • Messages and Notifications enables you to set up the extension’s voicemail greeting, assign an extension/user as the message recipient, preview messages and voicemail, and modify notification settings.  

IMPORTANT: You will receive an email confirmation for the user extension. Click the confirmation link provided in the email and follow the on-screen instructions

Editing an Extension’s Information

  1. Under Groups > Others, select your Message-Only Extension.

    Under Groups > Others, select your Message-Only Extension.

  2. You can edit the following under Extension Info:  
    • Extension Number
    • Extension Name  
    • Record Extension Name
    • Contact Name  
    • Contact Phone
    • Email  
    • Extension Password
    • Regional Settings  
    • Disable/Delete Extension 

      You can edit several things.

  3. Click Save.

    Click Save.

Direct Numbers

  • Adding a Direct Number

Adding a Direct Number  

  1. Select an existing Messages-Only extension.

    Select an existing Messages-Only extension.

  2. On the Direct Numbers tab click Add Direct Number.

    On the Direct Numbers tab click Add Direct Number.

  3. Select the City/State or Area Code, and then your preferred number. Click Next after choosing a number. 
  4. Review the Charges, Adjustments, Taxes, and Fees in the following screen.  After reviewing the charges, tick the checkbox to acknowledge that have read and understood the fees and charges and click Continue.
  5. The Order Confirmation window shows a summary of the charges and adjustments to your account.Click Print if you wish to store a hard copy. Click Done when finished. 

Editing the Messages and Notification options

Set the voicemail greeting you would like to use for your Message-Only Extension.

  1. Under Groups > Others, select your Message-Only Extension.

    Under Groups > Others, select your Message-Only Extension.

  2. On the Messages & Notifications tab you will see the settings you can configure.
    Click the links below to configure the settings that you wish to modify:

    1. Voicemail Greeting
    2. Message Recipient 

Voicemail Greeting

Click Greeting.

Click Greeting.

Choose any of the available options, Default or Custom.

Note: For the example below, Custom was selected.

Choose any of the available options, Default or Custom.

You can then choose and set your greeting from the following custom options:

  • Record Over the Phone
  • Record Using Computer Microphone
  • Import  

Record Over the Phone

This option lets you record your own greeting over the phone.

Select Record over the phone, enter your telephone number in the box provided, then click Call now. Office@Hand will try to reach the phone number you keyed in, after which you will be given instructions on to record your greeting.

Record over the phone

Record Using Computer Microphone

Selecting this option enables you to record your own Announcement greeting using your computer’s microphone.

Click Allow when prompted to enable the microphone. The Microphone test and record settings will appear. When ready, click the red Record button to record your company greeting through your computer microphone.

The Microphone test and record settings will appear

Stop the recording and listen to the playback. Click the Record button to start a new recording or click the Upload button to save your current recording.

Click the Record button to start a new recording or click the Upload button to save your current recording.

Import

This option allows you to upload a customised pre-recorded audio file stored on your computer/device.

  1. Click Import, then click Browse.

    Click Import, then click Browse.

    Note: After you click Browse, you will see a pop-up window where you can locate and select the file that you want to use as your Voicemail greeting. Office@Hand recommends .wav or .mp3 audio formats in the following compression types.

    • CCITT u-Law (G711a), 8 kHz, 8-bit, mono
    • PCM, 8 kHz, 16-bit, mono

      After you click Browse, you will see a pop-up window where you can locate and select the file that you want to use as your Voicemail greeting

  2. Once you have selected the file, click Attach.

    Once you have selected the file, click Attach

    Preview the uploaded Voicemail greeting. Click the Record button to upload a different file or click the Download button to download a copy of the greeting. 

    Click the Record button to upload a different file or click the Download button to download a copy of the greeting. 

  3. Click Save.

    Click Save

  4. You will be redirected to the Announcement settings section. Click Save.  

    You will be redirected to the Announcement settings section. Click Save.  

Message Recipient 

  1. Under Messages & Notifications, click Message Recipient.

    Under Messages & Notifications, click Message Recipient.

  2. Select the extension where you want to save the messages. Click Done

    Select the extension where you want to save the messages. Click Done. 

  3. You will be redirected to the Announcement settings section. Click Save.  

    You will be redirected to the Announcement settings section. Click Save.  

See Also:

Admin: Call Handling & Forwarding Overview

Keywords: messages, departments, extensions, settings, Department Administration, 2644