- Telecommunications
Voicemail Instructions
If you need your pass code reset please dial "0" for the switchboard operator and request your mailbox to be reset.
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To call into your voice mailbox:
From your own extension:
Dial 3800, then enter your pass code when prompted.From another extension:
Dial 3800, when asked to enter the pass code, dial ** then your extension. It will again prompt you for your pass code.
From an outside line:
Dial your extension. When you hear your greeting begin, push *. This will prompt you for your pass code.
- Personalizing your mailbox:
The first time you log into your mailbox, you are going to be asked to enter a pass code. The default pass code is your extension number. You will then be asked to do the following three things:
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Set a new pass code. This is the number the system asks for when your mailbox is being accessed. The number you choose should be a 4-10 digit non-trivial number. You need to set a pass code to prevent anyone from accidentally accessing your voice messages.
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Record a greeting for your callers. Have this written on paper to assure a quick and smooth recording. Be sure you have your name on your greeting.
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Record your name in your own voice. This allows the system to announce you when you call the system, inform other users when a message comes from you, and states your name to other users when they address messages to your mailbox. *Note: You must complete all three steps or the system will not save your information. - When you have set up your mailbox, you will need to forward your extension
to the voice mail number. To do this, dial *07 3800. You will hear three
confirmation beeps when it is accepted. This will forward your extension to
voice mail after it rings 4 times and you don’t answer, or if you are on the
phone already. See the table at the end of this page for the different options
you have in forwarding your phone.
Note: To exit the system or to return to the main menu, press X (9). |
| Checking and reviewing messages:
When you access your mailbox to retrieve your messages, the system will first tell you how many messages you have. Follow these steps to handle your messages:
- Press P (7), to play your messages. After you have listened to your new message once, the following options are available:
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- Press P (7) to play your message again.
- Press A (2) to answer the user’s messages. When you are finished recording your message, press X (9) to send it, then D (3) to delete the message or K (5) to keep it. You will also have the option to send messages to more than one extension.
- Press G (4) to give the message to someone else. You must record a comment to go along with the message, Press X (9) to send it. You will have the option to give the message to more than one extension.
- Press K (5) to keep the message. Kept messages can only be listened to after all unplayed messages have been listened to.
- Press D (3) to delete the message. If you press 3, there is no way to retrieve that message again.
While listening to your messages:
- Pressing 1 will pause the message for 30 seconds.
- Pressing * will move backward (5 sec)
- Pressing # will move forward (5 sec)
User Options
When you first set up your mailbox, you recorded a greeting, your name and selected a pass code. The user options menu (8) allows you to change these at any time, along with setting up distribution lists and call scheduling options. After accessing your mailbox, use the following steps to access user options.
- Press U (8) to access the user options menu. You now have the following options:
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- Press G (4) to edit your greeting: Most will want to activate your “primary personal greeting”. Be sure you don’t accidentally activate your “conditional personal greeting” unless you are sure that’s what you want. (See explanations below).
- Press N (6) to edit your name.
- Press P (7) to edit your pass code.
- Press L (5) to create and edit distribution lists:
- Press G (6) to record a name for the list.
- Press A (2) to add members, Press D (3) to delete members.
- Press P (7) to play back the list of members.
- Press T (8) to go through the set up tutorial again.
- Press C (2) to change call schedule options: Press F (3) to audit future delivery messages.
Notice that different numbers will activate different things, depending on which menu you are in.
Primary personal greeting:
This is the greeting most people will want to use. It’s simply the greeting you wish your party to hear if you are away from your desk or on the phone and can’t answer.
Conditional personal greetings:
These are three different conditional greetings.
- You may record one greeting for callers to hear on the ‘condition’ you are on the phone (the line is busy); e.g. “I’m on the other line, please leave a message”.
- You may record another greeting for callers to hear on the ‘condition’ you don’t answer the phone; e.g. “I’m away from my desk, please leave a message”.
- You may record a greeting for someone to hear if you’ve forwarded your phone to them; e.g. A person’s extension will ring, they will pick up and hear “This is Jane Doe. I’ve forwarded my calls to you” then they will talk to the party that called you. That way they can answer “Jane’s not in, may I help you” or whatever is appropriate.
To make a message for another mailbox owner:
The system allows you to send messages to other mailbox owners. When you send a message this way, the system announces to the receiver who the message is coming from and gives that person the option of answering the message by pressing A (2). Following are the steps you will take to make a message for someone.
Press M (6) to make a message. Enter the extension number of the recipient, or press 1 to dial by name (using last name first). The system will allow you to address the message to more than one recipient. After you have addressed the message to all of the appropriate people, press the # key. Begin recording your message after the tone. When you are finished recording, the following options are available:
- Press X (9) to exit and send the message
- Press X* (9*) to add more recipients to the address list
- Press M (6) to access the Message Addressing Options. The following options are available: (Once you have selected from these options, press X (9) twice, to exit and send your message.)
- Press U (8) to mark the message urgent. A message marked urgent will be heard before all other messages.
- Press F (3) to mark the message for future delivery. A message marked with future delivery will be sent on the day you tell the system to send it; it will however have the date the message was made.
- Press C (2) to mark the message as confidential. A message marked confidential cannot be given to other mailbox owners.
- Press R (7) to mark the message for return receipt. A message that is marked with return receipt will cause the system to leave a message in the senders box stating the time and date the message was received.
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