Telecommunications

Voice Mail Guide

Once your voice mail has been activated by the Telecommunications Office and you have set up your account, you may use the following power features. If you do not have voice mail but want an account activated, fill out the Voice Mail Request Form below, or call 4400 to request a form be sent to you.

Voice Mail Request Form

Voice Mail Setup Instructions

The instructions will not work until a voice mail account has been activated through the Telecommunications Office. Call 4400 for details. The instructions must be followed completely or your voice mail will not work correctly. If you have any questions, please call the Telecommunications Office at 4400.

Getting Started

Before using your voice mail, you must setup your subscriber mailbox.  To do this, you must change your security code, record your name, and record a personal greeting.   Refer to Voice Mail Setup Instructions for the instructions you will need to set up your subscriber mailbox.

The first time you access your voice mail, your security code will be set to all zeros (0000).  A security code can be any number of digits from 4 digits to 15 digits.   Be sure to set a new security code immediately.  To ensure a high level of security, some recommends changing your security code at least once a month.  Use your own judgment when deciding how often to change your security code.

It is also important to record your name and a personal greeting for your mailbox.   That way, callers will hear your voice and know that they have reached the correct mailbox.  You can also customize your greeting to meet all of your needs, telling callers if you are out of the office and when you will return.

The Voice Mail Setup Instructions outline the steps to perform all of these tasks.  Follow the steps exactly.  If you have any questions, please call Telephone Repair at 4400.

Listening to Messages

Each time you access your mailbox, the voice mail system tell you how many new and saved messages you have.  You have several options to choose from when listening to your messages.

You Can:

• Save or discard messages.
• Forward a message to one or more subscribers.
• Reply to the message and send your reply to one or more subscribers.
• Get information to find out who sent the message and the date and time the message was sent.

Tips for Listening to Messages

Keep these tips in mind when listening to your messages:

• Remind yourself of an important message by skipping it (pressing 7) when asked to save or discard the message.  The next tome you access your mailbox, the voice mail system plays it as a new message before any other new messages.
• Be aware that the voice mail system does not save messages indefinitely.  Messages stored in your mailbox for 10 days will be automatically erased. 
• If you receive a message that may be helpful to someone else, simply forward it, along with your own introduction, to another subscriber or several other subscribers.
• To reply to a message, simply press 8.  Your reply can also be sent to another subscriber who may be interested in the information.

1. Access your subscriber mailbox.
2. Press 1 to listen to new messages or 5 to listen to saved messages. 
3. Then you may use the functions listed below. 

Recording and Sending a Message

The voice mail system allows you to choose from several options when recording and sending messages.  For example, you can:

• Send the message to one subscriber or to an entire group of subscribers.
• Specify future delivery so your message is delivered at a later time.
• Restrict message forwarding to keep your confidential messages from being forwarded to another subscriber.
• Edit the message as you are recording.
• Set urgent status on a message.

Tips for Recording and Sending Messages

Here are some tips to help you record and send messages.

• Use the voice mail system for personal reminders.  Simply record and send a message to your own subscriber mailbox and specify future delivery.  The message will arrive in your mailbox when you need the reminder.
• All of the features describes in this section require the Voice Mail module.

Look below for all of the options available to you when recording and sending messages.

1. Access your subscriber mailbox
2. Press 2 to record and send a message
3. Enter the number of the message recipient
4. Refer to the chart below to perform specific functions

Managing Your Voice Mail

As a subscriber, you have many controls over the way your mailbox works.  Listed below are all of the features you can control for your mailbox. 

• Immediate Message Notification.  The voice mail box calls you each time a new message arrives in your mailbox.  This feature allows you to specify which messages you want to be notified of and up to nine telephone or pager numbers at which to notify you.
• Daily Message Reminder.  When you have new messages, the voice mail system calls you at a predetermined time of the day at the telephone or pager number you specify.
• Unacknowledged Messages.  If you want to know if a message you sent has been received, you can check unacknowledged messages.  If the recipient has not saved or discarded your message, it is considered unacknowledged.  The voice mail system allows you to check all unacknowledged messages or messages sent to a specific mailbox.  (Requires Voice Mail.)
• Call Screening.  This feature lets you find out who is calling your extension before you accept the call.  The voice mail system asks outside callers to give their name and then announces that name to you.  You can either accept or reject the call.  If you reject the call, the caller is sent to your mailbox to leave a detailed message.  (Requires Automated Attendant.)
• Extension Specific Processing.  If you have frequent callers with special call handling needs, this feature gives them options other than leaving a voice mail message or pressing 0 for the operator.  Extension Specific Processing lets you customize the way the voice mail system handles your calls.  (Requires Automated Attendant.)

Continue below to learn all of the keystrokes you need to manage your mailbox.

Personal Options

1. Access your subscriber mailbox.
2. Press 3 to access phone manager.
3. Press 1 to access personal options.

Voice Mail Options

1. Access your subscriber mailbox.
2. Press 3 to access the phone manager.  
3. Press 2 to access voice mail options.

The voice mail system guides you through all of these procedures so follows the voice instructions carefully.  All of these features require the voice mail module.

Automated Attendant Options

1. Access your subscriber mailbox.
2. Press 3 to access the phone manager.
3. Press 3 to access the automated attendant options.

The voice mail system guides you through all of these procedures so follow the voice instructions carefully.  All of these features require the Automated Attendant module.