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  CommServ > Faculty And Staff > Support > Voice Mail

Using the Voice Mail System

voice mail

Contents

  1. Getting Started with Voice Mail
  2. Calling Your Mailbox
  3. Setting Up Your Mailbox
  4. Playing a Message
  5. Message Retention
  6. Play Commands (available while messages are playing)
  7. Answering a Message
  8. Forwarding a Message to Another Voice Mail User
  9. Make a Message and Send to Another Mailbox
  10. Message Addressing Options
  11. Changing Your Personal Greeting
  12. Creating Alternate Greetings
  13. Changing the Greeting on a Greeting Only Voice Mailbox
  14. Making a Distribution List
  15. Using a Distribution List
  16. Forwarding All Calls to Voice Mail
  17. Getting the Most Out of Voice Mail
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Getting Started with Voice Mail

When you access your voice mailbox for the first time, both your mailbox number and your passcode are automatically set to your extension number. Use this mailbox number and passcode the first time you log into the Voice Mail system (see Setting Up Your Mailbox below).

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Calling Your Mailbox

  • From your phone:
    1. Dial 8800.
    2. Enter your passcode.
  • From another campus extension:
    1. Dial 8800.
    2. When prompted to enter your passcode, press the * key instead.
    3. Dial your four-digit extension number, followed by the * key.
    4. Enter your passcode when prompted.
  • From an off-campus telephone:
    1. Dial 893-8800.
    2. When prompted, dial your four-digit extension number, followed by the * key.
    3. Enter your passcode when prompted.
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Setting Up Your Mailbox

The first time you log into your mailbox, you will hear a tutorial. It will guide you through:
  1. creating a passcode
  2. recording a personal greeting for callers
  3. recording your name
You must complete the entire tutorial, and hear it say "Enjoy using your mailbox," before you can access your messages.

  1. Creating a Passcode

    1. Choose a passcode four to ten characters in length (it cannot end in #, *, or zero).
    2. Press 8 for user options.
    3. Press 7 and listen to the instructions for creating a passcode.


  2. Recording a Personal Greeting

    1. Press 8 for user options.
    2. Press 4 to record your greeting. Press # when you've finished the recording.
    3. Press 7 to review the greeting.
    4. Press 3 to discard the greeting and re-record.
    5. Press 9 to keep the greeting and exit program.


  3. Recording Your Name

    1. Press 8 for user options.
    2. Press 6 to record your name.
    3. Press 7 to review your name recording.
    4. Press 3 to discard name recording and re-record.
    5. Press 9 to keep name recording and exit program.
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Playing a Message

  1. Dial 8800.
  2. Enter your passcode.
  3. Press 7 to play the message.
  4. Press 2 to answer a message.
  5. Press 3 to delete* a message.
  6. Press 4 to forward a message to another voice mailbox.
  7. Press 5 to keep* a message.
  8. Press 7 to play a message again.
  9. Press 9 to exit.
*Immediately after listening to a message, you must press 5 to keep the message or 3 to delete the message. If you do not select one of these options, the message will be kept as an unplayed message, but the message indicator on your phone will not light. (See Message Retention below for further information.) back to top

Message Retention

Messages are retained in mailboxes for a maximum of 30 days. This 30-day maximum age is based on the original receipt date of the message, regardless of its having been played and kept, or left unplayed. The only way to retain a message longer than 30 days is to forward the message to yourself within the 30 day age limit, in which case the new “envelope” and the original message will be retained an additional 30 days.

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Play Commands (available while messages are playing)

  1. Press * to rewind 5 seconds of the message.
  2. Press # to go forward 5 seconds of the message.
  3. Press 1 to pause 30 seconds; press * to resume the message play.
  4. Press 8 to skip a message.
  5. Press 8 and then * to go to the beginning of the previous message.
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Answering a Message

  1. Press 7 to play the message.
  2. Press 2 to answer the message; you will have 30 seconds to record a response.
  3. Press 9 to send your recorded answer.
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Forwarding a Message to Another Voice Mail User

  1. Press 7 to play the message.
  2. Press 4 to forward the message to another voice mail user(s), then enter the four-digit mailbox number(s) of the other user(s).
  3. Press # to record additional comments. You must record additional comments; if you do not, the voice mail will not forward your message.
  4. Press 7 to review your comments.
  5. Press 3 to discard comments and re-record.
  6. Press 2 to append or add to comments.
  7. Press 6 for Message Addressing Options (see below).
  8. Press 9 to accept and send message.
After sending a voice mail message from your mailbox to another voice mail user's mailbox, you will have to press 5 to keep the message or 3 to delete the message. If you keep the message, the voice mail system keeps only the original message and not the comments you added.

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Make a Message and Send to Another Mailbox

  1. Dial 8800 and enter your passcode.
  2. Press 6 to create a message.
  3. Enter the number(s) of the mailbox(es) that will receive your message: the last four digits of the recipient's telephone number, or a distribution list number 01-099.
  4. Press # to record, then press # when you are finished recording the message.
  5. Press 7 to review your message.
  6. Press 3 to discard your message and re-record.
  7. Press 2 to append or add to message.
  8. Press 6 for Message Addressing Options (see below).
  9. Press 9 to send message and to exit.
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Message Addressing Options

After creating a message, forwarding a message or answering a message:
  1. Press 8 to mark a message as urgent.
  2. Press 3 to activate future delivery message.
  3. If you activate future delivery:
    1. Select the month it's to be delivered by pressing 1, 2, 3, etc., where 1 is January.
    2. Select the day of the month by pressing 1, 11, 21, etc.
    3. Select the time:
      1. Press numbers for the hours and minutes, such as 800 (8 o'clock) or 830 (8:30).
      2. Press 2 for a.m.
      3. Press 7 for p.m.
  4. Press 9 to exit.
  5. Press 9 again to send the message.
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Changing Your Primary Personal Greeting

  1. Dial 8800 and enter your passcode.
  2. Press 8 for user options.
  3. Press 4 to record a greeting. To select your primary personal greeting, press 7, then follow the instructions. Press # when you are finished recording the greeting.
  4. Press 7 to review your greeting.
  5. Press 3 to discard your greeting and re-record.
  6. Press 2 to append or add to greeting.
  7. Press 9 to keep and/or exit.
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Creating Alternate Greetings

In addition to the primary personal greeting, you can create conditional personal greetings, which allow you to play back different messages for different circumstances: for example, when you are already on the line, when you are away from your desk, or when your calls are forwarded to voice mail.

For details, see Creating Alternate Voice Mail Greetings.

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Changing the Greeting on a Greeting Only Voice Mailbox

  1. Dial 8800 from any extension.
  2. When you hear the first recording at the voice mail server, press *.
  3. Press * again, then the mailbox number.
  4. Enter the passcode.
  5. Once in the mailbox, press 8 for user options and follow the prompts to change your greeting.
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Making a Distribution List

  1. Dial 8800 and enter your passcode.
  2. Press 8 for user options.
  3. Press 5 to identify new list, using the numbers 01 through 099 (note that list identification number must start with a zero).
  4. Press 6 to name list.
  5. Press 2 to add new mailbox numbers to list (enter the recipient's four-digit extension for each new list member).
  6. Press 3 to delete a mailbox number.
  7. Press 7 to play the list.
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Using a Distribution List

You can use a distribution list when making or giving a message.
  1. After pressing 6 to create a message, or 4 to forward a message, enter the number of the distribution list you want the message to be sent to (01-099).
  2. Press # to record the message. When you've finished recording, press # again.
  3. Press 9 to exit and send the message.
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Forwarding All Calls to Voice Mail

  1. Dial *72. You will hear a “stutter” or interrupted tone.
  2. Dial 8800. You will hear a confirmation tone.
  3. Hang up.
  4. To cancel the forwarding, dial *73. You will hear a confirmation tone. Hang up.
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Getting the Most Out of Voice Mail

  • Use future delivery to remind yourself of meetings and important dates.
  • Use distribution lists to send memoranda and reminders of deadlines.
  • Use distribution lists to arrange business meetings.
  • Use voice mail to answer questions from other mailbox users (via the answer option when listening to a message).

TAM

 

 

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Last modified: 10/2/2013