Voicemail User Guide

Voicemail User Guide

Your voice mail allows your callers to leave you a message if your line is busy or you do not answer.
The first time you use it, you should set it up as follow:

  • Record your personal voice mail greeting. You can then easily change it to reflect your whereabouts, your schedule, etc.
  • Change your default voice mail password (five-digit access code). You will be asked to change it at your first access. Thereafter, you can change it at will.
  • Your new access code may contain between four and ten digits. For safety reasons, you should change your code every 30 days.
  • You can retrieve your messages from any touchtone phone.
  • People can press 6 to skip the voice mail greeting and leave a message.

ACCESSING YOUR VOICEMAIL

From your phone:

  1. If you have a message waiting indicator or button, or a programmed button on your phone to access your voicemail, press the appropriate button, wait for the system’s answer, then dial your voice mail password.
  2. Dial * 97, wait for the system’s answer, then enter your voice mail password.

Using another phone extension in your account:

Dial * 98, wait for the system’s answer and dial your voice mail number and password.

Using the automated attendant (external line):

Dial your phone number first then your extension number. When you hear your voicemail messages, press * and enter your password.

VOICE MAIL RESTRICTIONS

  • Maximum length of a message: 2 minutes
  • Maximum length of your greeting or unavailability message: 1 minute
  • Maximum length of your temporary message: 1 minute
  • Name Length: 10 seconds maximum
  • Maximum number of voice mail messages: 100
  • Password Length: 4 to 10 digits

ORGANIZING YOUR MAILBOX MAIN

MAIN MENU

  • Press 1 to listen to your messages
  • Press 2 to change folders
  • Press 3 or 0 for voice mail standard or advanced options (see Advanced optionssection)
  • Press 4 to manage your call forwarding options (if available).

ADVANCED OPTIONS

Once your voice mail password is successfully entered, press 0 to access options menu.

  1. Press 1 to record your personal greeting or message of unavailability:
    o Press 1 to accept the recorded message
    o Press 2 to listen to the recorded message
    o Press 3 to re-record the message
  2. Press 2 to record your busy message:
    o Press 1 to accept the recorded message
    o Press 2 to listen to the recorded message
    o Press 3 to re-record the message
  3. Press 3 to record your name:
    o Press 1 to accept the recorded message
    o Press 2 to listen to the recorded message
    o Press 3 to re-record the message
  4. Press 4 to manage your temporary message:
    WARNING: This message, once recorded, takes precedence over your other messages. Delete
    this temporary message to return to your default greeting.
    o Press 1 to record a temporary message (recording a new temporary message will replace
    an existing one).
    – Press 1 to accept the recorded message
    – Press 2 to listen to the recorded message
    – Press 3 to re-record the message
    o Press 2 to delete your temporary message. This will reactivate your default greeting.
  5. Press 5 to change your voice mail password.
  6. Press * to return to the previous menu.

LISTENING TO MESSAGES

When a voicemail message is left in your voicemail, you will receive a copy via email. When you access your voicemail using your phone, the system will tell you how many messages you have.

Press 1, to listen to the messages. While listening, you have the following options:

Press 1 to hear the message envelope (date and time) and listen to the message;

  • Press 4 to listen to the previous message
  • Press 5 to replay the message played
  • Press 6 to listen to the next message
  • Press 7 to delete the message played
  • Press 8 to send the message to another voice mail
  • Press 9 to save your message

SEND MESSAGE TO ANOTHER VOICEMAIL

  • After listening to a message, press 8
  • Then dial the voicemail number of the recipient.

GREETING SAMPLES

  1. You’ve reached the voicemail of (your name). I can’t take your call right now. Please leave a detailed message and I will return your call as soon as possible.
  2. You’ve reached the voicemail of (your name). I’m not here right now but you can leave me a detailed message and I will return your call upon my return, or you can call my colleague at extension XXXX.
  3. You’ve reached the voicemail of (your name). I will be out of the office until (date). You can leave a detailed message and I will return your call upon my return. If you want to talk to someone immediately, you can call my colleague at extension XXXX.
  4. You’ve reached the voicemail of (your name). I’m not here right now but you can leave me a detailed message and I will return your call upon my return. For any emergency:
  5. You can offer the following options in your message:
    o Dial 1 (transfers the call to the phone number or extension configured in your voicemail’s Advanced Options through the web portal).
    o Dial 0 to return to the system main menu.