Manage lists & folders

Distribution lists provide a convenient way to send messages to several people at once without having to enter all of their mailbox numbers each time you want to send a message.

The DV2000/DV4 voice messaging system (VMS) provides two kinds of distribution lists: global and personal.  Global lists are tied to a special kind of mailbox called a distribution mailbox; anyone who knows the mailbox number can transfer to that mailbox and leave a message that will be distributed to everyone in the mailbox's associated distribution list.  However, distribution mailboxes can only be created and managed by the system administrator.  So the VMS also provides personal distribution lists that can be created and managed by individual users from within their own standard subscriber mailboxes.

The VMS also offers an optional feature called message archiving.  In the normal configuration for standard mailboxes, every message you save is placed in a saved message queue that you can access by selecting the option to listen to saved messages.  However, some users may wish to separate their saved messages into different categories; the VMS supports this by providing the message archiving feature.  When message archiving is enabled for your mailbox, every time you save a message the system will ask you in which archive folder to store the message.  You can have up to nine archive folders (numbered 1 through 9), and you can record a folder name for each one. This feature is optional and must be enabled by your system administrator.

The flowchart below describes the menu options for managing both personal distribution lists and archive folders.

Distribution List Maintenance

Personal distribution lists are usable by the subscriber only; no one else can edit or use these lists.  If you need a global distribution list that can be used by others as well, you will need to ask your system administrator to create a distribution mailbox.

For each personal list, numbered 1 through 9, you can record a descriptive name and can add and remove mailboxes as shown in the flowchart above.  Any mailbox that can receive messages (including distribution mailboxes) can be added to the list.  The system will resolve the lists for any included distribution mailboxes prior to sending the message (and will ensure that there is no looping and that no mailbox gets more than one copy of the message).

Archive Folder Maintenance

Archive folders allow the subscriber to have up to nine different saved message folders instead of just one.

This feature must be enabled in the class of service by your system administrator (by default it is disabled).  If the feature is disabled, the folder maintenance option will not be available in your subscriber menu.

As shown in the flowchart, if you select this option, the system will prompt you for the folder number.  After you enter a number from 1 to 9, the system will give you the option to record a descriptive name.