Telephone Services

REVIEWING MESSAGES

You can review messages in your voice mail box by pressing 1 at the Main Menu. There are five types of messages your mailbox can hold:

1. Urgent new messages (The sender has marked the message "urgent" when selecting delivery options)

2. New messages

3. Saved messages (Messages you have saved)

4. Future Delivery messages (Messages that you have recorded and stored to be sent at a time in the futurethat you have specified)

5. Erased messages (Messages that will be deleted when you end your current session)

Your messages will continue to play until you have heard and responded to each one. Each message comes with an envelope of information. This envelope includes: the type of message (urgent or private), the sender's name, the delivery time and the date. This information is played before the actual message plays.

At any time you may use the following help buttons:

To review your current options, press 0.

To review in detail your current options, press 00.

To back up to a previous menu or to cancel the last step, press *.

To exit from Voicemail, press ***.

In addition, automatic reminders will be played if you do not choose an option within a few seconds.

You may also choose to scan your messages, hearing only the envelope information for each message. At the main menu, press 11. During scan, you may press 1 at any time to hear the complete current message. You may then respond to that message and Voicemail will begin scanning again when you are finished. To exit scanning, press * and you will be returned to the main menu.

You may respond to each message by selecting one of the following options:

Press 1 to review a message.

After review,

Press 1 to reply directly to a message. This response allows you to record a reply to the sender and it will be sent directly to the sender's voice mail box. The sender must also be on-campus. You must then select what should be done with the original message: save or erase it. You must record a reply that is longer than five (5) seconds or it will not be accepted by Voicemail.

Press 2 to erase the message.

Press 3 to save a message for later review.

Press 4 to repeat a message.

Press 5 to copy the message and send it to other voice mail boxes. You will be prompted to enter on-campus extensions that should receive a copy, then to record introductory remarks (mandatory) and then to select delivery options (optional). You must then choose what should be done to the original message that is still in your voice mail box-save or erase it. Again, you must record introductory comments that are longer than five (5) seconds or it will not be accepted by Voicemail.

Press 6 to repeat the envelope information.

Selecting 2 to erase or 3 to save will automatically move Voicemail on to your next message. You do not have to listen to an entire message before selecting one of the response options. You may press * at any time to stop reviewing messages and to return to the main menu. Erased messages are deleted when you exit from Voicemail.

Playback controls that may be used while listening to a message:

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Sending Messages

If you press 2 at the Main Menu, you are able to send messages directly to other mailboxes. Voicemail will prompt you through this process. Here are the steps you need to follow:

1. Address the message to as many mailboxes as you wish. This involves entering the extensions you desire, one by one, pressing # after each one. Voicemail will verify the name (or mailbox number) associated with each extension. If you misdial, press * to cancel the entry. When you are through entering extensions, press # again.

2. Record the message you wish to send. Press 5 to begin recording after the beep. You are able to review your message before you send it, if you wish, by pressing 77. To end your message, press #. To erase your message, press *.

3. Select delivery options, if desired. These options are detailed below. If regular delivery is desired, press# again and the message will be sent at once.

4. Send the message by pressing #. To cancel the message at this time, press *. Note that if you hang upwithout pressing #, your message will still be sent.

Delivery Options

Private Messages: Pressing 1 will mark your message as private. Private messages may not be copied to another mailbox.

Future Delivery: Pressing 2 will specify Future Delivery. Voicemail will prompt you for the month, date and time of delivery. These messages are stored in your own mailbox up to 365 days in advance until they are sent.

Non-Receipt Notification: Pressing 3 will request Non-Receipt Notification. Voicemail will check the recipient's mailbox 24 hours after the message is delivered. If the recipient has not accessed Voicemail within the last 24 hours, you will receive a non-receipt notice in your own mailbox. The message will remain in the recipient's mailbox. This is useful if you need to know if someone has listened to your message.

Urgent Priority: Pressing 4 will mark a message urgent. When the recipient opens their mailbox, this message will be played before regular delivery messages and the envelope will indicate that the message is urgent.

Pressing * will cancel your delivery options. Pressing ** will erase your message.

Additional "send" options:

You are able to send messages not only to mailboxes but to groups. Just enter group numbers instead of extensions. How to create and edit groups is covered in the section on groups. You can also send messages to guest mailboxes. Guest mailboxes are described in a later section. In addition, if you do not know the extension of the person you wish to send a message to, you can access the Voicemail directory. To use these features:

Press 2 at the Main Menu and then press 0.

Press 1 and Voicemail will prompt you to enter your guest's mailbox number followed by #.

Press 2 and Voicemail will allow you to enter the subscriber's name for whom you are searching. Dial theaddressee's last name and press #. If more than one matching mailbox is found, Voicemail will ask you to dial the person's first name and press #. Use 7 for Q and 9 for Z. You can then accept the address by pressing 1 or reject it by pressing 2. Remember that the person must have a mailbox in their own name for Voicemail to be able to find the person. This name directory feature is available whenever you send a message, reply to a message or edit groups.

If you send a message to an extension with multiple mailboxes, you will be prompted to enter not only the main extension number but also the individual's subscriber number. For example, the third person sharing that extension would have a subscriber number of 3.

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PERSONAL PROFILE

Press 3 at the Main Menu to select Personal Profile. From here, you may change your password, create guest mailboxes, change your instruction length and set paging options.

To change your password:

1. Press 1 at the Personal Profile Menu.

2. Dial your new password and press #. Passwords must be at least four characters in length.

3. Voicemail will speak your new password. At this point, press # to confirm it or * to cancel and enteranother. If you loose your password, it can be retrieved by Telecommunications and Networking.

Guest mailboxes:

You may wish to set up guest mailboxes for guests, temporary help, or visiting staff from other campuses. Guests can receive messages from you and are able to send messages to you. However, these are not full-featured mailboxes. You may create up to four (4) guest mailboxes.

To add a guest mailbox:

1. Press 2 at the Personal Profile Menu to select Guest Mailboxes.

2. Press 1 at the menu to add a new guest mailbox. Voicemail will tell you the next available guest number.

3 .Dial a password of 4-8 digits for your new guest to use and press #. Voicemail will confirm yourpassword.

4. Press 5 and record the guest's name after the beep. Voicemail will repeat the name and ask you toconfirm it. Press # to accept it, 5 to re-enter it, or * to exit with no name recorded.

To remove a guest mailbox:

1. Press 2 at the Guest Mailbox Menu.

2. Dial the guest mailbox number you want to remove. Press #.

3. Voicemail will speak the guest name or mailbox number and ask you to confirm your request to removeit. Press # to confirm or * to cancel.

To change your menu instruction length:

1. Press 3 at the Personal Profile Menu.

2. Press 1 to select Standard instruction length.

3. Press 2 to select Brief instruction length.

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PAGING NOTIFICATION

Voicemail can be directed to page you when you receive any voice mail message or only voice mail messages marked urgent. To obtain this service, contact Telecommunications and Networking for assistance.

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GREETINGS

It is important that you personalize your voice mail box in your own voice and select a live Attendant for your callers. To reach the Greetings main menu, press 4 at the Main Menu.

Callers hear your name when they call you and the line is busy, and when they address a Voicemail message to you. In addition, if you do not record a regular greeting of your own, the recorded name becomes part of the standard greeting the system will play.

To record your Name:

1. Press 1 at the Greetings menu to select Name.

2. Voicemail will play your currently recorded name. Press # to accept it or press 5 to begin recording a new name. Begin speaking after the beep.

3. Press # to end the recording. Voicemail will play your new recorded name. Again press # to accept it or 5 to re-record it.

Greeting types:

There are three different greetings callers may hear when they call you: a Regular greeting, an Alternate greeting, and a Standard greeting.

The Regular greeting plays when someone calls you and no one answers. To be used, you must have recorded it.

The Alternate greeting is designed for special circumstances, such as when you are on vacation or are working different hours one day. You may record an alternate greeting and direct Voicemail to use it for as long as necessary. Then you may direct Voicemail to begin using your regular greeting again. You are reminded each time you dial into your voice mail box that your alternate greeting is playing. Recording an alternate greeting does not affect your regular greeting. Each may be recorded and changed at any time.

The Standard greeting simply says your recorded name and then "... is not available. Please leave your message at the tone." It is not recommended that you use the standard greeting.

To record your Greeting:

1. Press 2 at the Greetings menu to select Greetings. Voicemail will play your current greeting. Press # to accept your current greeting or

2. Press 1 to activate and/or record your regular greeting;

3. Press 2 to record an alternate greeting; or

4. Press 3 to select the standard greeting. Press 5 to begin recording your greeting. Begin speaking after the beep. Press # to end recording. Voicemail will play your new greeting. Again press # to accept it and make it the active greeting or press * to cancel the recording and begin again.

To return to a Regular Greeting:

If you have selected to have your alternate greeting play, every time you access your voice mail box, Voicemail will ask you if you wish to continue to play your alternate greeting.

1. Press 1 or * to continue to play your alternate greeting.

2. Press 2 to return to playing your regular greeting. Note that you do not have to rerecord your regulargreeting.

Selecting an Attendant:

Callers may not wish to leave a message in your voice mail box (or your box may be full and they are unable to leave a message.) Voicemail can transfer that person to your secretary or another person in your department. The caller presses 0 and then 3 to reach your Attendant. This is a courtesy that should be extended to your callers and the information on how to reach an attendant should be included in your recorded greeting. Here are the steps to select an Attendant:

1. Press 3 at the Greetings menu to select Attendant.

2. Voicemail will play the name or extension number of your current Attendant. Press # to accept it.

3. If you wish to designate another extension, dial the Attendant's extension number and press #. Again Voicemail will play the name or extension number of your new Attendant.

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GROUPS

You may set up groups of voice mail users that you need to send messages to on a regular basis. With a single key press you are able to send the same voice mail message to everyone in the group. Press 5 at the Main Menu to reach the Groups menu.

To create a group:

Press 1 at the Groups menu to select Create a New Group. You may create up to eight (8) groups. Dial a new group number and press #. Voicemail will repeat the number and take you to the Group Edit Menu. Be sure to make a list of your groups and their group numbers, as well as the members of each group.

To edit a group:

Press 2 at the Groups menu to select Edit Existing Group. Dial the group number and press #. Voicemail will repeat the number and move you to the Group Edit Menu. (If you are creating a new group, you will already be at this menu).

Adding or deleting group members:

1. At the Group Edit Menu, press 1 to add or delete members. You may add up to 24 extensions in any one group. You may also put one of your existing group numbers as one of the group members: groups within groups.

2. Dial the first mailbox address (or group number) to add or delete and press #. If the mailbox address is not in the group, Voicemail will add it. If it is already in the group, Voicemail will delete it.

3. Dial another address and press #. When you are finished adding or deleting group members, press # again.

To hear the members of a group:

At the Group Edit Menu, press 4 to Hear the Members of a Group. Voicemail will play the mailbox address (or group number) and name of each group member. Press * when you are through.

Recording a group title:

You may record a title for each of your groups. This is optional but highly recommended. If you forget which group number is which, this will help you find your desired group. Voicemail plays the recorded title whenever you address a message to a group.

1. At the Group Edit Menu, press 2 to Record Title.

2. Press 5 to begin recording. Press # to end recording. The recording may not be longer than five seconds.

3. Voicemail will play the new Group title for confirmation.

To hear group titles:

At the Groups Menu, press 3 (not the Group Edit Menu) to Hear Group Titles. Voicemail will play the number and title of each of your groups. Press # when you are through.

To erase a group:

At the Group Edit Menu, press 3 to Erase the Entire Group. Press # to confirm your request or * to cancel it.

Transfer Options

If you are calling another voice mail user and hear their greeting, you may access various Transfer Options by pressing 0. You may do this either while listening to their greeting or after leaving a message. Voicemail may say some other short message and then you will be presented with the following choices:

To transfer to your own mailbox, press 1.

To transfer to another extension, press 2.

To transfer to the Attendant, press 3.

Helpful Hints

To bypass a Voicemail greeting and leave a message, press 5. Voicemail will disconnect a caller after three (3) consecutive unsuccessful mailbox login attempts. Passwords must be at least four characters long.

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