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Setting up Email Service
Last Updated: 09/26/2011
The TalkSwitch system can send an e-mail if a voicemail message has been left in a mailbox. The
e-mail includes the caller ID, and can include the voicemail message as an attachment.

The e-mail can optionally include links to delete or save the voicemail message. If you delete the
voicemail message, it will be removed from the TalkSwitch system. If you save the voicemail
message, the system will change its status from “new” to “saved”. A voicemail message that is
saved will no longer activate the new message indicator on the user’s extension.

The system can send notification to up to four e-mail addresses per mailbox. For example, if a
caller leaves a message in the general mailbox for the sales group, the system can send an e-mail
to four members of the sales group.

An e-mail address can be assigned to multiple mailboxes. For example, the system can send e-mails to a user if callers leave messages in the user’s local extension mailbox, remote extension
mailbox or a general mailbox.

The Email Service page allows you to maintain e-mail addresses, set up the e-mail server
parameters, and test the e-mail server.

Email notification settings
The Email Notification Settings area allows you to add up to 255 e-mail addresses.
  1. Select a slot for the e-mail address.
  2. Enter the recipient’s Full name.
  3. Enter the recipient’s Email address.
  4. Select the Notification option. Choices include:
  • Include voice message as attachment — Attaches the voicemail message to the e-mail as a .wav file. Note: It may take up to 2 minutes for the message to be saved/deleted from your mailbox.
  • Email notification only (full length) — Does not attach the voicemail message to the e-mail, but includes full details about the contents of the voice mailbox.
  • Email notification only (SMS length) — Does not attach the voicemail message to the e-mail, and sends minimum details about the message. The notification is less than 130 characters, so is short enough to be sent in one e-mail to a cell phone.

The Email Server Settings area allows you to set up the e-mail server parameters, include links to
delete or save the voicemail message, and test the system’s ability to send e-mail.

You will need an e-mail address to send notifications from. For best results, use an e-mail
associated with an SMTP server that supports Plain authentication. Use e-mail account information from your Internet service provider (ISP), system administrator, or alternatively, obtain one from a compatible online e-mail provider.

TCE Company recommends using GMX.com for this service.  Please click the following link for information on how to configure your voicemail/e-mail system using GMX.com: https://www.bestdealtalk.com/kb_results.asp?ID=66

  1. Enter an e-mail address in the Dedicated email address for sending/receiving emails box. When e-mail notifications arrive from the system, this e-mail address will show up in the From field.
  2. Enter the name of the Outgoing mail server (SMTP).
  3. To configure authentication and server port numbers, click More Settings. The Internet Email Settings window appears.
  4. To include links within the e-mail notification, select the Enable delete/save messages option checkbox. The links will allow the recipient to delete or save the voicemail message. The e-mail notification can only include the links if the voicemail message is attached. Deleting the voicemail message will remove it from the TalkSwitch unit. Saving the voicemail message will change its status from “new” to “saved”. A voicemail message that is saved will no longer activate the new message indicator on the user’s extension.
  5. Enter the name of the Incoming mail server (POP3). The name will automatically appear in the My Outgoing Server (SMTP) Requires Authentication area.
  6. To configure authentication, server port numbers and how often the TalkSwitch unit should check the POP3 server, click More Settings. The Internet email settings window appears.

Testing the e-mail server settings
  1. Click Test Account Settings.
  2. Click Save. The system saves the configuration, then the Test Account Settings window appears.
  3. Enter an e-mail address in the Test email address box, and then click Start. The following window shows a successful result, with each task completed. If a task fails, the TalkSwitch system is not able to send e-mail messages. Adjust the e-mail server parameters accordingly:
    1. If Find outgoing mail server (SMTP) fails, check the SMTP server name in the Outgoing mail server (SMTP) box.
    2. If Log onto outgoing mail server (SMTP) fails, check the SMTP server authentication parameters in the Internet Email Settings window.
    3. Ensure the e-mail address has received the test e-mail. Note that the e-mail may have been routed to a junk or spam folder.


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