Voicemail

Voicemail Phone Menus - download
Playback speed:

There are four playback speeds: Slow, Normal, Fast, and Fastest. A playback speed of "Slow" will cause the recorded voice to sound like the person is drunk; a playback speed of "Fast" or "Fastest" will cause the recorded voice to sound like an auctioneer. To change the playback speed, while listening to a message from a phone, do one of the following:

  • To slow messages down, press the number 4.
  • To speed messages up, press the number 6.

Once changed, the setting is remembered for all messages - past, present, and future. The setting does not, however, affect the playback speed of messages listened to from email.

Checking Voicemail from off-campus:

  1. Dial your number.
  2. Once the system connects, press *, followed by your extension (the last four digits of your on-campus phone number), followed by #.
    1. If you pause after pressing *, the system will ask for your ID. Your ID is your extension.
  3. Enter your PIN, followed by #.
  4. Congratulations! You are now in your voicemail box!

Checking Voicemail from on-campus:

  1. Press the "messages" button on your phone (the button with an envelope on it).
  2. Enter your PIN, followed by #.
  3. Congratulations! You are now in your voicemail box!

Setting a Vacation Message:

To set a vacation message, you will use what is referred to in the system as an "alternate greeting". This greeting can be turned on or off as needed, and can be set to auto-expire at a specified date and time. By using the alternate greeting, you do not have to re-record your standard greeting each time you take leave. By using the auto-expire feature (referred to as "setting an end date"), you also do not have to remember to turn off your alternate greeting when you get back - the system will return to using your standard greeting on its own.

To record greeting first, then turn on or off:

  1. Log into your voicemail box
  2. From the main menu, press 413
  3. Press 3 to edit your alternate greeting - this includes recording your message and turning on the greeting if you are ready to do so
    1. Press 1 to record your alternate greeting
    1. Press 3 to turn on (if currently on, this option will turn it off)
      1. Press 1 to set an end date; press # to leave the message on indefinitely
        1. Follow the instructions to set the day and time the greeting will stop playing
        2. The end date can be as soon as later the same day
      2. Press * to save and exit the current menu - if you do not exit properly, the end time will not be saved.

To turn on or off first, then record greeting:

  1. Log into your voicemail box
  2. From the main menu, press 412
    1. If your alternate greeting is currently off, press 1 to set an end date; press # to leave on indefinitely
      1. If you wish to change your alternate greeting, you will be given the option to do so after setting an end date
    2. Press * to save and exit the current menu - if you do not exit properly, the end time will not be saved.
  3. If your alternate greeting is currently on, simply going to this menu will turn it off

Call Handlers (Voicemail trees)/Voicemail-only numbers:

Call handlers (voicemail trees) are any number that, when called, if there is not a person there to pick up the phone, results in the caller hearing a menu: i.e. "Press 1 for person A; Press 2 for person B; ...". In most cases, the options will route the caller to a voicemail-only number. If a person is sitting by the phone, the phone call can be picked up and the caller will not hear the menu. Since not all voicemail-only numbers are associated with call handlers, voicemail-only numbers can be direct-dialed like a normal campus phone number.

* All voicemail-only users access their voicemail as if checking voicemail from off-campus. *

Managing Voicemails when integrated with Exchange email:

* Email integration is only available for faculty and staff phone numbers - general purpose and student phone numbers are not eligible at this time. *

Voicemail emails show up in Exchange with a Subject starting with "Message from" followed by either a number or a name. To listen to the voicemail, click on the attached .wav file and open it with an audio player (Windows Media Player, Apple iTunes, etc.). While the message is marked as Unread, the Message Waiting Indicator (MWI) light on your phone will be on, and there will be a flashing envelope next to your extension on your phone's screen. Your phone's screen may also state "You Have VoiceMail". This is not the same as "# New Missed Calls", where "#" is a number. The synchronization between the system knowing that you have "read" a message and it turning off the phone's indicators is at least a few seconds.

If you delete a voicemail message from your email, it will go to your Deleted Items folder (like all other emails), where it will sit for up to two (2) weeks until the email system permanently deletes it. During this time, the message will still count against your voicemail quota. The voicemail system will not permanently delete a message that is still in your email, even if it is in your Deleted Items folder. If you need to permanently delete one or more messages due to quota issues, go to your Deleted Items folder and either empty your folder, or find all messages with a Subject starting with "Message from" and delete just those messages. Once you have deleted the messages from your email, log into the voicemail system from your phone. If less than 24 hours have passed, you should be prompted to permanently delete all messages that have been marked for deletion.

Quotas:

There are three types of quota limits:

  1. Warning Quota: When reached, this limit provides a warning to users that their mailbox is reaching maximum. This limit is currently set to 12 Megabytes (approximately 25 minutes of recorded messages).
  2. Send Quota: When reached, this limit will prevent a user from sending, forwarding, or replying to messages from their voicemail box. However, callers can still leave messages for the user, and the user can retrieve their messages. This limit is currently set to 13 Megabytes (approximately 27 minutes of recorded messages).
  3. Send/Receive Quota: When reached, this limit will prevent the user from sending and receiving messages from their mailbox. Internal callers (anyone calling from a UCCS phone number) will not be able to leave messages, and a non-deliverable receipt will be sent to the internal caller's voicemail box (if applicable). Currently, external callers can still leave messages for a user who has reached this limit. This limit is currently set to 14 Megabytes (approximately 29 minutes of recorded messages).

In all cases, when the affected voicemail box is checked, the applicable warning message will play every time, in its entirety, until the mailbox is brought back below the quota limit.

* It is not the NUMBER of messages that matter; it is the TOTAL SIZE of ALL STORED messages (new, saved and deleted) that matters. *

Personnel changes:

When there are personnel changes involving personally assigned phone numbers, please be aware that the voicemail box will follow the user. What this means is, if the user is no longer employed at UCCS, their voicemail box will be deleted, which means all messages will be lost. If the user changes departments or phone numbers within a department, the phone number associated with their voicemail box will change, but the user will retain all messages and will not have to change their PIN or greetings. It is not possible for two users to be assigned to the same voicemail box, nor is it possible to transfer an unemployed user's voicemail box to a new user.

To assign a voicemail box to a new user, first, the user must be in the IT system. If there is a voicemail box for a previous user still in the voicemail system for the phone number in question, it will be deleted. All previous messages will be lost at this time. The new user will then be assigned a voicemail box associated with the assigned phone number.