The Mitel SX-200 IP Communications Platform offers a comprehensive voicemail system that allows users to manage their messages and personalize their mailbox settings effectively. One of the key features of this system is the “User Options” menu, which provides a range of customization tools to enhance your voicemail experience. This article will guide you through the various user options available in the SX-200 voicemail system, helping you tailor your mailbox to meet your specific needs.

1. Accessing the User Options Menu

To begin customizing your voicemail settings, you first need to access the User Options menu:

1. Call the voicemail system and log into your mailbox by entering your passcode.
2. Once logged in, press 4 to enter the User Options menu.

From here, you can choose from a variety of settings to manage your voicemail preferences.

2. Changing Your Passcode

Your passcode is the key to accessing your voicemail securely. For security reasons, it’s recommended to change your passcode regularly.

Steps to Change Your Passcode:

1. Press 2 for the Passcode option within the User Options menu.
2. Enter a new passcode that matches the required length (typically 4-6 digits).
3. Re-enter the passcode to confirm.

Important Tips:

• Your passcode must differ from the previous one.
• Avoid using simple sequences like 1234 or repetitive digits like 1111 to enhance security.
• Make sure you remember your new passcode, as you’ll need it every time you access your mailbox.

3. Managing Mailbox Greetings

Your mailbox greeting is what callers hear when they reach your voicemail. The SX-200 system allows you to set both permanent and temporary greetings.

3.1. Recording a Permanent Greeting

Your permanent greeting is used by default whenever you’re unavailable to take a call.

Steps to Record or Update Your Permanent Greeting:

1. Press 1 for the Greeting option in the User Options menu.
2. Record your greeting after the tone and press any key to stop.
3. Press # to accept, 1 to review, or 2 to discard and re-record.

3.2. Setting Up a Temporary Greeting

Temporary greetings are ideal for specific situations, such as vacations or business trips. This greeting will override your permanent greeting for a specified duration.

Steps to Record a Temporary Greeting:

1. Press 2 for Temporary Greeting in the User Options menu.
2. Enter the number of days (from 1 to 99) you want the greeting to be active.
3. Record your temporary greeting and press any key to stop.
4. Press # to accept, 1 to review, or 2 to discard and re-record.

Once the specified time period ends, your mailbox will automatically revert to the permanent greeting.

4. Setting Up Distribution Lists

If you frequently send voicemail messages to multiple recipients, creating distribution lists can save you time.

Steps to Create or Modify Distribution Lists:

1. Press 3 for Distribution Lists in the User Options menu.
2. Enter a distribution list number (e.g., 050 to 059 for personal lists).
3. Press 1 to add mailbox numbers to the list.
4. Enter the mailbox numbers you want to include, pressing # after each entry.
5. Press # when finished to save the list.

Reviewing or Deleting List Entries:

• To review a distribution list, press 2 in the Distribution Lists menu.
• To delete an entry, press 3 and then enter the mailbox number you wish to remove.

Distribution lists are especially useful for team updates, department announcements, or any situation where the same message needs to be sent to multiple people.

5. Using Message Notification

Message Notification allows the system to alert you when you receive new messages, whether you’re at your desk or away.

Steps to Set Up Message Notification:

1. Press 5 for Message Notification in the User Options menu.
2. Choose when you want to be notified:

• Press 1 for notifications during business hours.
• Press 2 for notifications outside business hours.
• Press 3 for round-the-clock notifications.
• Press 4 to disable notifications.

1. Select the type of messages to be notified about:

• Press 1 for all messages.
• Press 2 for urgent messages only.

1. Enter the notification number (internal extension, external number, or pager).

This feature ensures that you’re always informed about important messages, even when you’re not at your desk.

6. Forwarding Messages to Email

For added convenience, the SX-200 system can forward your voicemail messages to your email account.

Steps to Enable Email Forwarding:

1. Press 6 for Forward to Email in the User Options menu.
2. Press 1 to enable Always Forward to Email, or press 2 to disable it (for manual forwarding).
3. Press 1 to enable Delete After Forwarding, or press 2 to keep messages in your mailbox after forwarding.

Note: If you disable automatic forwarding, you can manually forward individual messages to your email by pressing 3 after listening to a message and selecting the email option.

7. Recording a Memo

The Memo feature allows you to record a message for yourself, which you can listen to later.

Steps to Record a Memo:

1. Press 7 for Memo in the User Options menu.
2. Record your memo after the tone and press any key to stop.
3. The memo will be saved in your mailbox like a regular voicemail message, allowing you to access it later.

This feature is useful for quickly jotting down reminders or important information without needing a pen and paper.

8. Conclusion

The User Options menu in the SX-200 voicemail system provides a powerful set of tools for personalizing and managing your mailbox. By understanding and utilizing these options, you can optimize your voicemail experience, ensuring that your communications are handled efficiently and that you never miss an important message. Whether you’re setting up custom greetings, managing message notifications, or organizing distribution lists, the User Options menu empowers you to take full control of your voicemail system.