Voicemail
Voicemail Help - Greetings
This page describes how to manage your voicemail greeting.
- Sample greetings
- Record my name
- Manage my personal greeting
- Use an extended absence greeting
- Use an internal caller greeting
- Use an internal extended absence greeting
- Use a busy phone greeting
Sample Greetings
Here are some sample greetings, which you may find helpful in preparing your own:
- Generic Greeting
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Hello, this is __________. I am unable to take your call at this time, but if you leave your name, number, and a detailed message, I will return your call as soon as possible. If you need to speak to someone immediately, press zero and someone will assist you. Thank you.
- In-and-out of the Office at Meetings Greeting
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Hello, this is (name)__________. I will be in and out of meetings all day, but will be checking periodically for messages. Please leave your name, number, and a detailed message. I will return your call as soon as possible. If you need to speak to someone immediately, press zero and someone will assist you. Thank you.
- Notify Caller of Associate who can help in your absence - sample 1
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Hello, this is __________. I am unable to take your call. Leave your name, number, and a detailed message. I will return your call as soon as possible. If you need immediate assistance, please press zero and ask to be transferred to (name) __________ at Extension __________. Thank you.
- Notify Caller of Associate who can help in your absence - sample 2
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Hello, this is __________. I am on vacation until (date) __________ and will be unable to check for messages. If you require assistance during my absence, please contact my associate/co-worker (name) __________ by dialing pound (5-digit extension) __________. Thank you.
- Emergency _ secretary will page you
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Hello, this is __________. I am unable to take your call. Please leave your name, number, and a detailed message; I will return your call as soon as possible. If this is an emergency, press zero and ask to have me paged. Thank you.
- Urgent _ mailbox will page you
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Hello, this is __________. I am unable to take your call. Please leave your name, number, and a detailed message; I will return your call as soon as possible. If this is an urgent matter, please press 8 after leaving your message. Thank you.
Record my name
Your recorded name is what callers will hear when you have selected the standard greeting including your name. This is also the name of your mailbox, which others on the voicemail system will hear it when sending mailbox-to-mailbox messages. Press [4] from the main menu, then [4] to record your name. You will be prompted to record your name. When you are finished, press:
[#] To save
[*] To cancel
Manage my personal greeting
Your personal greeting is the message callers will hear prompting them to leave a voicemail message. Press [4] from the main menu, then [1] to manage your personal greeting. Press:
[1] To listen to your recorded greeting
[2] To (re)record your personal greeting then [#] to accept or [*] to reject the recording
[3] To delete your personal greeting
[4] To use the standard greeting with your name (see Record my name)
[5] To use the standard greeting with your number
[6] To use the standard greeting that will not disclose your name or number
[7] To use your recorded personal greeting
[*] To return to the Manage Options menu
Use an extended absence greeting
Selecting an extended absence greeting alerts callers that you will not be able to answer your phone for an extented period of time. It also means that callers will not be able to leave messages in your mailbox. Press [4] from the main menu, then [6] to manage your other greetings. Press [1] to manage your extended absence greeting, then [2] to record your extended absence greeting. You will be prompted to record a greeting. Press [#] to save the greeting, then [#] again to accept the greeting.
Once you have recorded your extended absence greeting, press:
[1] To set the absence greeting for the rest of the day
[2] To set the absence greeting indefinitely
[3] To set the absence greeting for an interval
[*] To re-record or press [*] again to return to the Manage Options menu
Once you have set your extended absence greeting, the attendant will explain that you have an extended absence greeting. If you stay on the line, you can press:
[1] To listen to your extended absence greeting
[2] To re-record your extended absence greeting
[3] To delete your extended absence greeting
[5] To manage your extended absence schedule
[6] To manage your forwarding mailbox then [1] to enter the mailbox number and [#] to accept
[*] To return to the Manage Options menu
When you access your mailbox while you have an extended absence greeting in effect, you will not be brought to the main menu. However, you can press:
[1] To listen to your extended absence greeting
[3] To delete your extended absence greeting
[*] To leave your extended absence greeting
You can access your regular options by pressing [*], or when you delete the extended absence greeting. While your extended absence greeting is active, you can access the extended greeting options from the Extended Absence Greetings menu.
Use an internal caller greeting
Your internal caller greeting will be played only for a caller who is calling from another phone on the University network. You can use this greeting to create a separate greeting for your colleagues.
To set up an internal caller greeting, press [4] from the main menu, [6] to manage your other greetings, then [2] to manage your internal caller greeting.
If you do not have an internal caller greeting recorded, press [2] to record your internal caller greeting. Press [#] to finish recording, and [#] again to save the greeting. Press [*] to go back to the previous menu.
If you already have an internal caller greeting recorded, press [1] to listen to your internal caller greeting, then [2] to re-record your internal caller greeting. Press [#] to finish recording, and [#] again to save the greeting. Press [3] to delete your internal caller greeting. Press [*] to return to the previous menu.
Use an internal extended absence greeting
Your internal extended absence greeting will be played only for a caller who is on the University network. You can use this greeting to create a separate greeting for your colleagues.
To set up an internal extended absence greeting, press [4] from the main menu, [6] to manage your other greetings, then [3] to manage your internal extended absence greeting.
If you do not have an internal extended absence greeting, press [2] to record your internal extended absence greeting. Press [#] to finish recording, and [#] again to save the greeting.
Once you have recorded your internal extended absence greeting, press:
[1] To set the internal absence greeting for the rest of the day
[2] To set the internal absence greeting indefinitely
[3] To set the internal absence greeting for an interval
[*] To re-record or press [*] again to return to the Manage Options menu
Once you have set your internal extended absence greeting, the attendant will explain that you have an extended absence greeting. If you stay on the line, you can press:
[1] To listen to your internal extended absence greeting
[2] To re-record your internal extended absence greeting
[3] To delete your internal extended absence greeting
[5] To manage your internal extended absence schedule (return to extended absence menu)
[6] To manage your forwarding mailbox then [1] to enter the mailbox number and [#] To accept
[*] To return to the Manage Options menu
When you access your mailbox while you have an extended absence greeting in effect, you will not be brought to the main menu. However, you can press:
[1] To listen to your internal extended absence greeting
[3] To delete your internal extended absence greeting
[*] To leave your internal extended absence greeting
You can access your regular options by pressing [*], or when you delete the internal extended absence greeting. While your extended absence greeting is active, you can access the extended greeting options from the Extended Absence Greeting menu.
Use a busy phone greeting
The personal greeting automatically plays when your phone is in use when a caller attempts to reach you. It can alert them that you are, in fact, in your office at that time. Press [4] from the main menu, [6] to manage your other greetings, then [7] to manage your personal greeting for a busy phone.
If you don't have a busy phone greeting, press [2] to record your busy phone greeting. Press [#] to finish recording, then [#] again to save. Press [*] to go back to the previous menu.
If you already have a busy phone greeting, press:
[1] to listen to your busy phone greeting
[2] to re-record your busy phone greeting then [#] to finish recording and [#] again to save
[3] to delete your busy phone greeting
[*] to return to the previous menu
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Last updated: 3/17/09