NSIT: Voicemail

Voicemail

You must disconnect from the system by pressing [9] 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 [9] 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 [7] after your passcode 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 [1] a second time to bring up the outside caller options of: [7] To review a message, [3] to discard and re-record, [8] to mark a message urgent, [2] to append to a message, [9] to exit the mailbox, [0] to reach the attendant, and [#] to dial another extension or use the dial-by-name feature.

To restart the tutorial for a user taking over a mailbox, log in with the current passcode, press [8] for user options then press [8] to reactivate the tutorial.

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 [1] 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 letters q and z, use [1]

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.

Remind regular callers to press zero if it is urgent that they speak to you, not just leave a message. You may be on another call or around your office but still available to take their call. Pressing [0] will forward the call to the telephone number you have designated for attendant.

If only the time and date are provided before the message plays (no name or mailbox number), you cannot use the answer feature of the system to respond to that message because the call came from outside the Voicemail system.

If you want to forward or send a message to another subscriber and you don't hear that subscriber's name, it means that the mailbox has not yet been initialized.

Cellular Phone Users - please note that the Voicemail does not always work with cellular phones due to inconsistencies in tonal transmission quality. Contact your Voicemail Administrator if you're having difficulties.

Keep your mailbox clean. Mailboxes can fill quickly, and if your mailbox is full, anyone trying to leave you a message will hear "mailbox for (name) is full. You are being transferred to the attendant." (Callers will be transferred to your personal operator.) 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 if you have any problems or questions about your mailbox. 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 Integrated Client Services & Support.

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.

Last updated: 9/19/07