Voicemail
Mailbox Main Menu
The voicemail system will be upgraded on November 21, 2008. The information on this page reflects the current system. If you want instructions for the upgraded system, please see our Mailbox Main Menu, Basic Features, Reviewing Messages, Using Distribution Lists, Playback Options, and Paging pages.
Main Voicemail Functions
Message Playing Options
Answer or Reply to a Message
Give or Copy a Message
Make or Send a New Message
Message Addressing Options
Message User Options
Distribution Lists
Call Schedule Options
Paging Notification
Main Voicemail Functions
Each time you access and exit your mailbox, voicemail will tell you how many new and saved messages you have. You will be asked to then select from the following options:
- [7] To play a new or saved message
- [6] To make a message
- [8] To change user options
- [9] To exit the mailbox
- [0] To return to the attendant (optional feature)
- [#] To dial an extension
Above we showed you the number keys available to you for the main voicemail functions. The following sections will explain more detailed use of subsequent functions. To help you understand when to use a particular key, we have indented the groups of number keys in the logical "steps" that you will follow to access each function.
Message Playing Options
All messages come with a date and time stamp. Upon access to your mailbox, voicemail will then prompt you to enter:
- [7] To play the current message
After listening to the message you can press:
- [7] To repeat the message
- [2] To record an answer to the message (See section on answer or reply to a message)
- [4] To give the message to another mailbox (See section on give or copy a message)
- [5] To keep (save) the message stored in your mailbox (once kept a message cannot be resaved)
- [3] To discard (erase) the message
- [6] To make a new message (mailbox-to-mailbox messaging will not ring the phone line)
- [9] To exit to the mailbox main menu
When playing a message you can always enter:
- [*] To move backward 5 seconds
- [#] To move forward 5 second
- [1] To pause a message, then press [7] to resume play - message play will automatically resume after 30 seconds.
- [8] To skip to the next message (without changing current message status – remember to enter [7] to return to the play mode if any other action is taken on a message)
Answer or Reply to a Message
A name heard in the message header indicates the message came from another user. You can answer (reply) to a message of this type and your response will return to this user’s mailbox. Press [7] to bring up the message into the play mode, then enter:
- [2] To record an answer to the message – begin to speak after the beep and remember to press the pound key [#] to end your recordings, then press:
- [7] To review your answer
- [3] To discard and re-record your answer
- [2] To record an additional response (append to the message you just recorded – total message length is based on your mailbox size)
- [6] To activate message addressing options (see section on message addressing options.)
- [9] To save and send your answer. Your will hear "Answer sent."
Give or Copy a Message
A message can be given (copied) to another user mailbox. This option can be used to retain a save message longer within your own mailbox. Remember, "confidential" messages cannot be "given." Press [7] to bring up the message into the play mode, then enter:
- [4] To give the message to another mailbox
- Enter a mailbox number or enter a 2-digit distribution list (see section on distribution lists)
You may enter [*] to cancel an incorrect destination or enter [#] to record comments – begin to speak after the beep and remember to press the pound key [#] to end your recordings. (You must record comments to make this feature work.) Then, press
- [7] To review your comments
- [3] To discard and re-record comments
- [2] To append to your comments
- [6] For message addressing options (see section on message addressing options)
- [9] To save and send ‘given’ message. You will hear "Your comments and a copy of this message sent."
Make and Send a New Message
To make a message to send to other voicemail user, from the mailbox main menu or the play menu, enter:
- [6] To make a new message and follow the voicemail prompts to enter a mailbox number, person's name, or distribution list number:
- Enter a mailbox number or enter a 2-digit distribution list (See section on distribution lists)
You may enter [*] to cancel an incorrect destination or enter [#] to begin recording – begin to speak after the beep and remember to press the pound key [#] to end your recording. Then, press:
- [7] To review your message
- [3] To discard and re-record your message
- [2] To append to your message - total message length is based on your mailbox size
- [6] For message addressing options (See section on message addressing options)
- [9] To save and send message. You will hear "Message sent."
Message Addressing Options
Enter [6] To activate message addressing options where enhancement feature(s) for a message can be turned on or off by entry of the designated key a second time, then enter:
- [2] To mark message confidential (recipients can answer your message but not give it to another mailbox)
- [7] To request a receipt - acknowledgment that message has been played – play receipt(s) exactly like a message (messages sent to a distribution list come preset with receipts)
- [8] To mark message urgent (urgent message(s) are played first)
- [3] To send a future delivery message - follow the prompts to set the date and time (See section on user options to audit future delivery messages)
- [9] To set and exit message addressing options
Message User Options
You can change your greeting, re-record your name, or change your passcode at any time. Also you can set up a distribution list, review/change call schedule options, or reactivate the tutorial:
From the mailbox main menu, enter:
- [8] For user options, then
- [4] To change the mailbox greeting (See section on mailbox greeting)
- [6] To change the mailbox name (See section on mailbox name)
- [7] To change the mailbox passcode (See section on mailbox passcode)
- [5] To create/modify a distribution list (See section on distribution lists)
- [2] To change your call schedule options – paging schedule and future delivery message audit (See section on call schedule options)
- [8] To reactivate the tutorial
- [9] To return to the mailbox main menu
Distribution Lists
Voicemail sets you up with nine empty distribution lists (01-09). You can make one voice message and send it simultaneously to the individual mailboxes on the list.
To create a distribution list:
- [8] For user options, then
- [5] To create/modify a distribution list, then press
- [6] To record a name for the list
- [2] To add a member (mailbox number or distribution list) to the list
- [3] To drop a member (mailbox number or distribution list) from the list
- [7] To play the list members names and mailbox numbers
- [9] To save changes to a distribution list and return to the user options menu.
- [9] To return to mailbox main menu
You can merge one list into another list. Distribution lists can be used under [6] to make a message or [4] to give a message, simply enter a 2-digit distribution list instead of a mailbox number.
Call Schedule Options
[8] User options, then enter
[2] For call schedule options, then
- [3] To audit future delivery messages, then press:
- [2] To audit (listen) the message
- [3] To discard (erase) the message
- [5] To keep (save) the message
- [7] To play the recipient
- [8] To hear delivery time
- [9] To return to call schedule options menu
[7] For schedule paging, then enter:
- [7] To review pager schedule
- [3] To turn on/off paging from the mailbox
- [8] To change the paging start/stop time
- [9] To return to the call schedule options menu
- [9] To return to user options menu
- [9] To return to the mailbox main menu
Paging Notification
If you have a pager, you may wish to use the optional feature that will alert your pager when a message arrives in your mailbox. This feature can be used with an in-house or outside pager. Paging service can be set up to either notify you of incoming urgent only messages (callers who press 8 after recording their message will activate this feature) or notify you of all incoming messages, at designated times of day. Your pager will display '22111' or ‘7022111’ to indicate the page came from your mailbox.
Paging Express Mail is another optional voicemail feature. Using this feature, pager holders may allow callers to leave voicemail messages through the paging process, and pager holders will be paged when the message is completed. Pager holders may be paged to either the phone number or the voicemail system depending on what callers choose. Callers will dial into your pager and hear your status code. Then, they will hear, "Please enter a call back number or pound (#) to leave a voicemail message." The caller enters # and hears "Your call is being transferred to voicemail. Please hold." The caller is then able to leave a message. To learn more about these special features call Integrated Client Services & Support at 2-9100, option 4.
Last updated: 11/7/08