What is the Dial-by-Name Directory?
One of the features available for Auto Attendants is the automatic Dial-by-Name Directory. This option is typically accessed by pressing # while listening to the Auto Attendant Greeting. The caller is then instructed to enter the first three digits that matches the person's First or Last Name, depending on how your system is configured. The Directory will then provide the caller with the list of Users that matches the entered digits along with the associated Extension Number. This feature allows you to provide a Directory to callers without having to re-record a Greeting every time there is a personnel change in your organization.
There is only one Dial-by-Name Directory for your entire phone system; there is no way to break this Directory up for individual offices or departments.
How does it work?
The Dial-by-Name Directory uses Mailbox Settings to manage its database.
Mailbox Name
The Mailbox Name is used to match digits entered by the caller. If the system is setup to use Last Names, the Directory will look for a space in the user name and utilize the letters immediately after that space. For example, the name "Ann Smith" will sort using the word "Smith", whereas the name "Ann Marie Smith" will sort using the word "Ann".
Recorded Name
When setting up an individual mailbox, the user is asked to record their name. The Dial-by-Name Directory will use this recording when presenting the users that matched the digits they entered. Because of this, it is critical that this recording be changed if a new user takes over an existing mailbox.
To Change Recorded Name
- Log into Mailbox using telephone
- Press 0 for Mailbox Options
- Press 3 to Record Name
Hide from Directory
It is not uncommon for the CEO and other company officials to not want to be listed in the Directory. Individual extensions can be easily removed from the directory if desired. In the Mailbox Settings, simply check the box next to Hide from Directory.
Why is the system spelling names?
As mentioned in the previous section, the Dial-by-Name Directory uses a Mailbox's Recorded Name when listing matching entries to callers. If no name has been recorded, then the system will spell the name to the caller using the Mailbox Name field. This can certainly cause confusion to your callers, so it is critical that your users setup their mailboxes as soon as possible