Voice Mail Tips
Voice Mail Instructions For Greetings
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Voice Mail Instructions
Setting up your mailbox
The first time you log into your mailbox, you will hear a tutorial. It will guide you through:
- creating a passcode,
- recording a primary personal greeting for callers, and
- recording your name.
Creating a passcode
- Your passcode of 4 to 10 characters cannot end in #, *, or zero.
- From your phone dial 7-7703.
- Press 8 for user options.
- Press 7 and listen to the instructions for creating a new passcode.
Creating a Primary Personal Greeting
- From your phone dial 7-7703.
- Press 8 for user options.
- Press 4 to record your greeting; press # when you've finished the recording.
- Press 7 to review the greeting.
- Press 3 to discard the greeting and re-record.
- Press 9 to keep the greeting and exit program.
(more greeting options)
Changing a Name Recording
- From your phone dial 7-7703.
- Press 8 for user options.
- Press 6 to record your name.
- Press 7 to review your name recording.
- Press 3 to discard name recording and re-record.
- Press 9 to keep name recording and exit program.
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Forwarding calls to voice mail
NOTE: Along the top part of your phone are several buttons. The FWD button allows you to forward a call. The FWBNA allows you to forward a call only when your line is busy. Your phone must be forwarded (FWD) or forward busy to answer (FWBNA) to 7-7703 in order for your voice mailbox to answer.
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Playing a message
- Dial 7-7703
- Enter your passcode
- Press 7 to play the message
- Press 2 to answer a message
- Press 3 to discard* a message
- Press 4 to give a message to another voice mail user
- Press 5 to keep* a message
- Press 6 to make a new message
- Press 7 to play a message again
Before listening to a saved message, you must first listen to any unplayed messages.
- Press 9 to exit
*Immediately after listening to a message, you must press "K" to keep the message or "D" to discard the message. If you do not select one of these options, the message will be kept as an unplayed message but the message indicator on your phone will not light.
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Play Commands (available while messages are playing)
- Press * to rewind 5 seconds of the message.
- Press # to go forward 5 seconds of the message.
- Press 1 to pause 30 seconds; press * to resume the message play.
- Press 8 to skip a message.
- Press 8* to go to the beginning of the previous message.
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Making a message and send to another mailbox
- Dial 7-7703 and enter your passcode.
- Press 6 to make a message.
- Enter the number(s) of the mailbox(es) that will receive your message.
If you do not know the person's mailbox number, press 1* and dial the recipient's last name followed by his/her first name until the system recognizes the name.
- Press # to record, press # when you are finished recording the message.
- Press 7 to review.
- Press 3 to discard.
- Press 2 to append or add to message.
- Press 9 to send message and exit.
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Answering a Message
- Press 7 to play the message.
- Press 2 to answer the message; you will have 30 seconds to record a response.
- Press 9 to send your recorded answer.
Giving a message to another voice mail user
- Press 7 to play the message.
- Press 4 to give the message to another voice mail user(s), then enter the mailbox number(s) of the other user(s).
- Press # to record additional comments--you must record additional comments; otherwise, the voice mail will not give your message.
- Press 7 to review.
- Press 3 to discard comments & re-record.
- Press 2 to append or add to comments.
- Press 9 to send message.
After sending a voice mail message from your mailbox to a another voice mail user's mailbox, you will have to press "K" to keep the message or "D" to discard the message. If you keep the message, the voice mail system keeps only the original message and not the comments you added.
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Using message addressing options
- Press 6 for message addressing options.
- After making a message, give a message or answer a message:
- Press 2 to label confidential.
- Press 7 to request a receipt.
- Press 8 to mark a message as urgent.
- Press 3 to activate future delivery message.
If you press 3 to activate future delivery:
- Select the month it's to be delivered by pressing 1, 2, 3, etc.; (1 would be January).
- Select the day of the month by pressing 1, 11, 21, etc.
- Select the time by pressing numbers, such as:
- 800 (8 o'clock) or 830 (8:30)
- Press 2 for a.m.
- Press 7 for p.m.
- Press 9 to send and exit.
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Calling your mailbox
- From your phone dial 7-7703.
- Enter your passcode.
- From another extension that has voice mail:
Dial 7-7703, *, your extension number, *, your passcode.
- From an off-campus telephone dial:
Dial 567-7703, your extension number, *, your passcode.
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Creating your conditional personal greeting
Three greetings are considered conditional personal greetings:
- If your phone is FWBNA to voice mail and your phone is busy, your busy greeting will play.
- If you do not answer your phone, your no answer greeting will play.
- If your phone is FWD to voice mail, your call forward greeting will play.
To change your conditional personal greeting:
- Dial 7-7703 and enter your passcode.
- Press 8 for user options.
- Press 4 for greeting option.
- Press 2 to change your conditional personal greetings and follow the instructions.
- Press # when you've finished recording.
- Press 7 to review the greeting.
- Press 3 to discard the message and re-record.
- Press 9 to keep the message and/or exit the program.
The voice mail system will not allow both your primary personal greeting and your conditional personal greetings to be enabled at the same time.
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Making a distribution list
- Dial 7-7703 and enter your passcode.
- Press 8 for user options.
- Press 5 to identify list, 2 through 9 (you may have up to 8 distribution lists).
- Press 6 to name list.
- Press 2 to add new mailbox numbers to list.
- Press 3 to delete a mailbox number.
- Press 7 to play the list.
Using a distribution list
You can use a distribution list when making or giving a message.
- After pressing "M" to make a message, or "G" to give a message, enter the number of the distribution list you want the message to be sent to.
- Press # to record the message; press # when you've finished recording.
- Press 9 to exit and send the message.
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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).
More voice mail tips and helpful hints
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