Using the Voice Mail System

Contents

1. Getting Started with Voice Mail
2. Calling Your Mailbox
3. Setting Up Your Mailbox
• Creating a New Passcode
• Recording a Personal Greeting
• Recording Your Name
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

Getting Started with Voice Mail

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.

Setting Up Your Mailbox

1. creating a passcode
2. recording a personal greeting for callers
3. recording your name

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.

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.

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.

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.

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.

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.

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.

Message Addressing Options

1. Press 8 to mark a message as urgent.
2. Press 3 to activate future delivery message.
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.
3. Press 9 to exit.
4. Press 9 again to send the message.

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.

Creating Alternate Greetings

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.

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.

Using a Distribution List

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.

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.

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