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Voicemail Help - Reminders & Tips
This page provides important reminders and tips that will help you make the most of your voicemail.
Important Reminders
- You must disconnect from the system by pressing [*] from the mailbox main menu and waiting until the system says "good-bye." This helps keep the system's lines free to handle as many subscribers and callers as possible and prevents possible delayed message(s) and/or mailbox access problems. Also pressing [*] always returns you to the previous menu.
- If you are not sure what key to press, just wait rather than trying to guess what to do or get discouraged and hang up. The system will prompt you with your options.
- You don't have to wait for the welcome greeting or voice prompts to play completely; you can enter commands at any time after the prompt starts. Also, it is not necessary to listen to all the prompts if you already know which key to press. You can press keys in succession--just pause briefly between commands (i.e., pressing [1] after your password will immediately play the first message in your mailbox, rather than give you the opening prompts).
- To skip a mailbox greeting press [1] to go directly to the prompt (beep) to leave a message. Press [#] for more options: [#] to send the message, [1] to replay the message, [2] to append to the message, [3] to mark the message urgent, [4] to mark the message private, [*] to erase and re-record. Press [#] to send the message. After message send you can dial another extension, [#] to dial by name, or [0] to reach the attendant.
- Deleted messages are saved ONLY during the current voicemail login session. Deleted messages are stored in the Review Other Messages option 3 on the main menu or option 6 on the play menu.
Voicemail Tips
Here are some things to keep in mind when using the voicemail system.
- You can send a message to another user even if you don't know their mailbox (telephone) number. Using the letters on the keypad of any touch-tone telephone to spell the person's last name, you can send a message to their mailbox. To use the dial-by-name option: Enter [3#] to enter the person's name, then start with the letters of the last name, continue with first until system identifies person you're calling; for letter q use [7] and for the letter z, use [9]
- When creating your personal greeting, remember to tell callers to leave a detailed message so that you can respond with the information they need. You can change your greeting as often as you like to notify callers of a change in your schedule.
- Mailboxes can fill quickly, and if your mailbox is full, anyone trying to leave you a message will hear "mailbox for (name) is full." Contact your Voicemail Administrator if you need to increase the size of your mailbox.
- To report a problem with your mailbox, you should always contact your department's Voicemail Administrator. Be prepared to provide details of the problem (e.g., mailbox number, time problem occurred, function being used, calling from where, etc.) They will try and help you immediately, and will report any problems or questions they can't answer to their contact in Client Services & Support.
Voicemail Etiquette
- Check your mailbox for messages several times a day.
- Respond to your messages promptly.
- Do not "hide" behind your mailbox. Do not use the system to answer your calls when you are available at your desk.
- When you will be away from your office for a day or more, record an appropriate greeting to let your callers know.
- Keep your messages as brief (yet complete) as possible. Remember that you always have the option of reviewing and re-recording your message.
- When sending a message to more than one person, include all the recipients' names as part of the message. This eliminates confusion and lets recipients know they don't need to forward the message to someone who already received it.
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Last updated: 3/17/09