Table Of Contents

Changing Private List Settings

Creating New Private Lists

Changing the Name of a Private List

Changing the Members of a Private List

Deleting Private Lists

Changing Private List Settings

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You can use private distribution lists to create your own groups of voice message recipients. When you address a voice message to one of your private lists, all of the recipients on the list receive the message.

Cisco Unity provides several private lists for you to personalize. Only you can send voice messages to your private lists. You can do so by phone or from your Cisco Unity Inbox. You cannot send messages from your Outlook Inbox to your private lists.

This chapter contains the following sections:

•Creating New Private Lists

•Changing the Name of a Private List

•Changing the Members of a Private List

•Deleting Private Lists

Creating New Private Lists

Your Cisco Unity administrator specifies the maximum number of lists that you can manage. Although you can create new private lists by phone, it is easier to do so from the Cisco Unity Assistant.

Do the following procedure to create a private list.

To Create a New Private List from the Cisco Unity Assistant

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Step 1 In the Cisco Unity Assistant, on the Private Lists menu, click New Private List.

Step 2 In the Name field, enter a display name for the list.

Step 3 On the Media Master control bar, click Record and record the name of the list with your chosen recording device:

Phone	Pick up the handset when the phone rings, wait for the tone, then speak into the handset.
Multimedia microphone	Speak into the microphone.

Step 4 When you finish recording, click Stop.

Step 5 Click Add Members.

Step 6 In the Find Names dialog box, on the Search menu, specify an appropriate search scope. To add subscribers from other locations in your organization, set the search scope to Global.

Step 7 In one or more fields, enter the applicable information about the subscriber or public distribution list that you want to add to your new list.

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Tip Enter an asterisk (*) in a field to list all subscribers or public distribution lists in a directory. For faster results, enter one or more characters or values followed by * to narrow your search. If you are searching for a common name, make sure that you enter information in more than one field.

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Step 8 Click Find.

Step 9 In the list of possible matches, check the box next to the subscriber or public distribution list that you want to add to your private list, and then click Add Members.

Or

If you do not see the subscriber or public distribution list you seek, try entering different search criteria, then click Find to search again. (Remember, you cannot use the Cisco Unity Assistant to add remote users who are not in the directory; instead, use the Cisco Unity conversation to add them to your list.)

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Tip When a search returns more matches than expected, increase the value in the Rows Per Page list to view as many matches as possible. To limit the search, enter more complete search criteria, and/or enter the applicable information in any additional fields that you left blank. Then click Find to search again.

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Step 10 Repeat Step 5 through 9 until you have finished adding members to your list.

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Related Topic

Changing Recording and Playback Settings

Changing the Name of a Private List

Each private list has a recorded name and a display name. When you address messages to private lists by phone, Cisco Unity plays the recorded name so that you can confirm that you have addressed the message to the correct list. You enter the display name in the Cisco Unity Assistant. The name that you enter for each private list is then displayed in the Cisco Unity Inbox Address Book.

This section contains two procedures. Do the applicable procedure to change the name of a private list by phone (when using standard or Optional conversation 1 styles) or from the Cisco Unity Assistant.

Keypad mappings for other conversation styles are documented in the "Cisco Unity Phone Menus and Shortcuts" chapter. Ask your Cisco Unity administrator which conversation style you are set up to use.

To Change the Recorded Name of a Private List by Phone (Standard and Optional Conversation 1 Styles)

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Step 1 Log on to Cisco Unity.

Step 2 Press 4 2 4 2.

Step 3 Choose the private list whose name you want to change by pressing the number of the list.

Step 4 Press 4 to record the name. (Note that if the list you chose does not already have members, you must add them before you can record a name for the list.)

Table 21-1 Use These Keys Anytime

Key	Task	Key	Task
*	Cancel or back up	0	Help

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To Change the Recorded and Display Names of the Private List from the Cisco Unity Assistant

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Step 1 In the Cisco Unity Assistant, on the Private Lists menu, click View Private Lists.

Step 2 Click the private list whose name you want to change.

Step 3 In the Name field, delete the old name and enter a new one for the list.

Step 4 On the Media Master control bar, click Record and record the new name of the list with your chosen recording device:

Phone	Pick up the handset when the phone rings, wait for the tone, then speak into the handset.
Multimedia microphone	Speak into the microphone.

Step 5 When you finish recording, click Stop.

Step 6 Click Save.

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Related Topic

Changing Recording and Playback Settings

Changing the Members of a Private List

The maximum number of members that you can add to a private list is specified by your Cisco Unity administrator. Any subscriber or public distribution list that is included in the directory is eligible for membership in your private lists. Depending on how Cisco Unity is set up at your organization, you may be able to send and respond to messages from users on remote voice messaging systems who are not in the directory. If so, you can also include these remote users in your private lists.

One private list cannot be included as a member of another private list. In the event that you attempt to add a subscriber, public distribution list, or remote user who is already a member of your private list, Cisco Unity does not add the member to your list again.

You can add members to your private lists by using either the Cisco Unity phone menus or the Cisco Unity Assistant—with the exception of those users on remote voice messaging systems who are not in the directory. To add remote users to your private lists, you must use the Cisco Unity phone menus.

To review and delete members of your private lists (including remote users, if applicable), you can use either the Cisco Unity phone menus or the Cisco Unity Assistant.

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Note Administrative changes to private list members may cause them to be presented differently when you review your lists later. Occasionally, administrative changes may even cause some members to be removed from your lists without notice. Your Cisco Unity administrator should be able to inform you before changes occur, though you will still need to re-add these members to your lists in the event that they are inadvertently removed.

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This section contains three procedures. Do the applicable procedure to change the members of a private list by phone (when using standard or Optional conversation 1 styles) or from the Cisco Unity Assistant.

Keypad mappings for other conversation styles are documented in the "Cisco Unity Phone Menus and Shortcuts" chapter. Ask your Cisco Unity administrator which conversation style you are set up to use.

To Change Members of a Private List by Phone (Standard and Optional Conversation 1 Styles)

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Step 1 Log on to Cisco Unity.

Step 2 Press 4 2 4 2.

Step 3 Choose the private list whose members you want to change by pressing the number of the list.

Step 4 After Cisco Unity plays the name of the list, use the following keys to change the members:

Key	Option	Key	Option
1	Add a name	3	Remove a name
2	Hear the list of members who belong to your private list	##	Switch between spelling and number entry

Table 21-2 Use These Keys Anytime

Key	Task	Key	Task
*	Cancel or back up	0	Help

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To Change the Members of a Private List from the Cisco Unity Assistant

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Step 1 In the Cisco Unity Assistant, on the Private Lists menu, click View Private Lists.

Step 2 Click the private list whose members you want to change.

Step 3 To remove members, check the box to the left of any member that you want to remove from your list, and click Delete Selected.

Step 4 To add members, click Add Members, and then do the following:

a. In the Find Names dialog box, on the Search menu, specify an appropriate search scope. To add subscribers from other locations in your organization, set the search scope to Global.

b. In one or more fields, enter the applicable information about the subscriber or public distribution list that you want to add to your new list.

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Tip Enter an asterisk (*) in a field to list all subscribers or public distribution lists in a directory. For faster results, enter one or more characters or values followed by * to narrow your search. If you are searching for a common name, make sure that you enter information in more than one field.

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c. Click Find.

d. In the list of possible matches, check the box located to the left of the subscriber or public distribution list that you want to add to your private list, and then click Add Members.

Or

e. If you do not see the subscriber or public distribution list you seek, try entering different search criteria, then click Find to search again. (Remember, you cannot use the Cisco Unity Assistant to add remote users who are not in the directory; instead, use the Cisco Unity conversation to add them to your list.)

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Tip When a search returns more matches than expected, increase the value in the Rows Per Page list to view as many matches as possible. To limit the search, enter more complete search criteria, and/or enter the applicable information in any additional fields that you left blank. Then click Find to search again.

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f. Repeat Step 4 until you have finished adding members to your list.

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Related Topic

Changing Recording and Playback Settings

Deleting Private Lists

Although you can delete individual members of your lists by phone, you cannot delete the list itself. To delete a list—including its recorded and display name and all of it s members at once, use the Cisco Unity Assistant.

Do the following procedure to delete a private list.

To Delete a Private List from the Cisco Unity Assistant

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Step 1 In the Cisco Unity Assistant, on the Private Lists menu, click View Private Lists.

Step 2 Check the box next to the list that you want to delete.

Step 3 Click Delete Selected Rows icon.

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Related Topic

Changing Recording and Playback Settings