Welcome to Voice Messaging

Voice Messaging is an electronic voice messaging system that gives you a convenient and dependable way to communicate with people both inside and outside your organization. Voice Messaging answers your calls when you are on or away from your phone, and also allows you to:

• compose, edit, and send messages
• forward and reply to messages
• create personalized lists for sending messages
• dial by name instead of by mailbox number
• set date and time for message delivery
• set up remote notification schedules

Voice Messaging gives you confidence that all your incoming and outgoing messages will be handled pleasantly and effectively.

Your Voice Messaging numbers
Keep a record of important Voice Messaging user numbers.
System Access #8-3300 (on-campus) and 348-3300 (off-campus)
Express messaging #8-3311 (on-campus) and 348-3311 (off-campus)
Mailbox number is your seven-digit telephone number.  

To login from your own phone

1. Dial the Voice Messaging access number- 8-3300.

2. You hear a prompt asking you to enter your mailbox number.
Press #.

3. "Password?"
Enter your password, then press #.
Then you hear the mailbox summary.

To login from another phone

When you are away from your own office, you can access your mailbox from any other phone.

1. Dial the Voice Messaging access number — 8-3300 or 348-3300.
2. You hear a prompt asking you to enter your mailbox number.
   Enter your 7-digit mailbox number, then press #.
3. "Password?"
   Enter your password, then press #.
   Then you hear the mailbox summary.

To change your password

 
1. While logged in Voice Messaging, Press 8 4.
2. "Password Change."
   "Please enter your old password, followed by number sign."

Enter your old password, press #.
(Your new password may be from 4 to 16 numbers.)
3. "Please enter your new password, followed by number sign."
   Enter the new password, then press #.
4. "To confirm the change, please enter your new password, followed by the number sign."  

   Enter your new password, then press #.
   "Your password has been changed."  

Recording your name (personal verification)
Personal verification records your name and other details such as your title or extension number. Your personal verification is used in your greetings and outgoing messages, in name dialing, and remote notification announcements.  

To record a personal verification

1. While logged in Voice Messaging, press 829.
   "The personal verification is (name)."
   Or, "There is no name for personal verification of mailbox (number)."
2. Press 5 to record. Wait for the tone, then record your name and, if you wish, your title or extension number.
   Recording begins.
3. Press # to end the recording.
   "The personal verification is (name)."

When you have finished recording, you can play your name and rerecord it if you wish.

• To play your name, press 2.
  The recorded name plays.

• To rerecord, press 5 to record while at the beginning of your name. Record your name and press # to end the recording.
  The new recorded name will replace the old one.  

Recording external, internal and temporary greeting

Callers from outside your organization hear your external greeting; callers within your organization who have mailboxes hear your internal greeting. All callers hear your temporary absence greeting if you record one.  

To record your greeting  

1. While logged in Voice Messaging, press 8 2.
2. "For your external greeting, press 1. For your internal greeting, press 2. For your temporary greeting press 3.

Press 1 for external greeting, 2 for internal greeting, or 3 for temporary greeting.

If you want to hear the current greeting, press 2.
The current greeting plays.

3. Press 5 to record. Wait for the tone before you start to speak.
   Recording begins.
4. Press # to end the recording.
   "Recording stopped."
5. When you have finished recording, you can play the greeting, rerecord it, delete it, set the expiry date for a temporary greeting, or exit.

   "To play the greeting press 2. To rerecord it, press 5. To set the expiry date, press 9. To exit, press 4." (Expiry date is for temporary greetings only.)

• To play the greeting you recorded, press 2.
  The new greeting plays.

• To rerecord the greeting, press 5 while at the beginning of the greeting. Record the new greeting and press # to end the recording.
  The new recording will erase the old one from the place where you started to rerecord.

• To delete one of your greetings, press 7 6 at the greeting. (You cannot delete the standard system greeting.)
  If you delete your external greeting, your callers hear the standard system greeting. If you delete your internal greeting, your callers hear the external greeting or the system greeting. If you delete your temporary greeting callers hear the external, internal or system greeting.

• To set the expiry date for your temporary greeting, press 9. Enter the month, day, and time, pressing # after each entry. For the current month or day, press # only. For the standard expiry time of 12:01 a.m. with any future date, press # for time. Pressing # # # sets "no expiry."
• If you do not set an expiry date, or if you press # for all three settings, your temporary greeting will remain in effect until you delete it.

• To exit, press 4.
  You return to your messages.

Playing your messages

Your phone may have a message-waiting light to indicate new messages, or you may hear a special dial tone when you pick up the handset. When you play your messages, new messages play first, followed by previously played messages.

To play your messages

1. After logging in, listen to the mailbox summary.
   You hear the number of new messages you have, and if any of them are urgent.
2. Listen to the first message envelope.
   You hear the sender’s name or number, with the date and time of the message.
3. Press 2 to play the message. While the message or its envelope is playing you can perform these functions:
   • To skip back, press 1.
     Message playback moves back 5 seconds.

• To skip forward, press 3.
  Message playback moves ahead 5 seconds.

• To play the message faster, press 2 3; to play the message slower press 2 1.
  If you delay pressing the 1 or 2 longer than 1 _ seconds, you skip back or forward instead of changing speed.

You can increase the message speed to the minimum, then decrease it to normal speed.
You cannot play a message slower than normal speed.

• To pause, press #;
  To continue, press 2.
  Message playback stops
  Message playback resumes.

• To go to the next message, press 6.
  The next message plays.

• To go to the previous message, press 4.
  The previous message plays.

• To play the message envelope, press 7 2.
  The message envelope plays.

• To go to a specific message, press 8 6, (message number), and #.
  The specific message plays.

• To delete a message, press 7 6.
  You can restore a deleted message (within the current session only) by pressing 7 6 again.

GO TO BOX

Replying to messages

You can record a reply to message sender, and send your reply to all other recipients of the message, if they are known to Voice Messaging.

To reply to the sender
After listening to the message, press 7 1 to reply to the sender.
"Reply to (sender’s mailbox number or name)." Voice Messaging automatically addresses your reply to the sender.

To reply to all recipients

1. If you want to play the list of recipients to whom your reply will be sent, press 7 2.
   You hear the contents of the message envelope containing the list of recipients.
2. Press 7 4 to reply to all recipients.
   "Reply all. To (sender’s mailbox number or name)." Voice Messaging automatically addresses your reply to all recipients.
3. When you are ready, press 5 to record your reply. Wait for the tone, then begin recording.
   Recording begins.
4. When you have finished recording, press #.
   "Recording stopped."
5. To send the message, press 7 9.
   "Message sent."

GO TO EXTENSION

Calling the sender

After listening to a message, you can automatically place a call to the sender of the message, if the sender is known to Voice Messaging.

To call the sender

1. After listening to the message, press 9 to call the sender.
   "Calling (sender’s extension number or name)."
2. Speak to the sender or leave a message.
3. When you have finished your call, hang up.

Forwarding messages

You can forward a message to another mailbox or to a distribution list.
You can also record an introduction to the original message.

To forward a message

1. After hearing the message, press 7 3 to forward.
   "Forwarding message (number). Enter a list of mailboxes."
2. Enter the mailbox number, or distribution list to which number you want to forward the message, then press #. Repeat this step for any other mailbox numbers, or distribution lists. End by pressing # again.
   You hear the name or mailbox number, or both, or the distribution list number.
3. To record an introduction, press 5, wait for the tone, then speak. End the recording by pressing #.
   Recording begins.
   "Recording stopped."
4. To send the message, press 7 9.
   "Message sent."

Assigning a custom operator

You can set up your mailbox to connect callers to another number. This allows you to offer your callers the option of leaving a message or speaking to one of your assistants or colleagues.

To assign a custom operator

In your greeting, you can tell callers to press zero after the tone if they wish to speak to someone in your absence. The zero out option can be changed by yourself whenever necessary.

1. While logged in Voice Messaging, press 8 0 for mailbox options.
   "Mailbox options."
2. Press 1 to change the number.
   A prompt tells you the current custom operator number.
3. Enter the new custom operator number, then press #. Enter only the last 5-digits of the on campus number.
   "The operator assistance number has been changed to (number)."

Express messaging

Express messaging is a fast method of leaving a message in another Voice Messaging mailbox without logging in to your own mailbox to compose and send the message.

To send an express message

1. Dial the express messaging access number.
   8-3311 (on-campus) or 348-3311 (off-campus)
   "Express messaging. To mailbox?"
   348_ _ _ _#
   "(Name or Mailbox number.) Please leave a message after the tone."
2. Enter the mailbox number of the person for whom you are leaving the message, then press #.
   To use a name instead of a mailbox number, see Name Addressing below.
3. Wait for the tone, then record.
4. Hang up.

Composing messages

You can compose a message to one or more people or distribution lists, then edit the message if necessary, and send it when you are ready. You address your message before recording it.

To address and send a message

1. While logged in to Voice Messaging, press 7 5 to compose a message.
   "Compose. Enter a list of mailboxes."
2. Enter the first address (mailbox number, name or distribution list number), then press #.
   "(Name or mailbox/list/phone number)."

   Continue to enter numbers followed by # until you have finished, then press # again.
   "To begin recording, press 5. To end recording, press number sign."

3. Press 5 to record. Wait for the tone, then record your message. End the recording by pressing #.
   Recording begins.
   "Recording stopped."
4. To send the message, press 7 9.
   "Message sent."

To cancel an address entry

1. To cancel the last mailbox number or distribution list number you entered, press 0 #.

   Repeat this step for each number you want to cancel, erasing entries one at a time. After you have pressed the final #, you cannot cancel any numbers.
   "Address (mailbox number) canceled."

Checking and editing your messages

Before you send a message, which you have recorded, you can check it and edit it if required.

To edit your messages

• To play your message, press 2.
  The message plays.

• To skip back, press 1.
  Message playback moves back 5 seconds.

• To skip forward, press 3.
  Message playback moves ahead 5 seconds.

• To play the message faster, press 2 3; to play the message slower, press 2 1.

  If you delay pressing the 1 or 3 longer than 1 _ seconds, you skip back or forward instead of changing speed.

  You can increase the message speed to the maximum, then decrease it to normal speed.

  You cannot play a message slower that normal speed.

• To pause, press #.
  Message playback stops.
  Message playback resumes.

• To erase the message and rerecord, press 5 while at the beginning of the message. Wait for the tone, then record. Press # to end the recording.
  The new message records over the old one.
  "Recording stopped."

• To add to the end of the message press 5 while at the end of the message. Wait for the tone, then record. Press # to end the recording.
  The new recording is added.

• To re-record part of the message, press 5 while at the place in the message where you want to start. Wait for the tone, then record. Press # to end the recording.
  The new message records where you start.
  "Recording stopped."

• To delete the message entirely, press 7 6.
  "Message deleted."

Distribution Lists

A distribution list saves you time when you are sending a message to a group of addresses. In Personal Distribution Lists, you can add, delete, and search for numbers.

To create a personal distribution list

You can create up to nine personal distribution lists, each containing up to 99 entries.

1. While logged in to Voice Messaging, press 855.
   "Distribution list."
2. Enter a number from 1 to 9 to identify this list, then press #.
   "Distribution list (number). (Number) address."
3. Press 5 to create the list.
   "Compose distribution list."
4. Enter the first address (mailbox number or name), then press #.
   "(Name/mailbox)."
5. When the list is complete, press # again.
   "End of list."

To play, edit, or delete a personal distribution list

1. Press 855.
   "Distribution list."
2. Enter the distribution list number, then press #.
   "Distribution list (number). (Number) addresses."

• Press 2 to play the list.
  "Distribution list (number). (Number) addresses."

• Press 5 to add numbers. Enter each number, then press #. When the list is complete, press # again.
  "Add to distribution list."

• Press 6 to find a number in the list. Enter the number, then press #. If the number is in the list, you can delete it by pressing 7 6. If the number is not in the list, you can add is by pressing 5.
  "Find address?"
  "Name/mailbox. Found?"
  "Deleted"
  "(Number) is not in the list."
  "Added."

• To delete an entire list, press 7 6 again immediately after deleting it.
  "The distribution list has been deleted."

• To exit, press 4.
• You return to your messages.

Tagging Messages

When you create a message you can tag it to indicate that you want it handled in a special way. There are six message-tagging options.

Message tagging options

Urgent
Urgent messages are announced when the recipient logs in.

Standard and Economy
Standard messages are sent by normal delivery.

Private
If a message is tagged private, the recipient of the message cannot forward it.

Acknowledge
If you tag messages for acknowledgement, you receive a confirmation message when the recipient plays your message.

Timed delivery
You can tag a message to be sent at a specific time on a specific date.

Examples of timed delivery

If your system uses a 12-hour format, see these examples.

You tag a message before sending it. You can use one or more tags per message, and you can remove and change tags.

To tag a message

1. After composing a message or calling and leaving a message, press 70.
   "Message options."
2. If you compose and record a message, there are six tagging options.

   For urgent delivery, press 1.
   For standard delivery, press 2.
   For economy delivery, press 3.
   For private delivery, press 4.
   For acknowledgment delivery, press 5.
   For timed delivery, press 6.
   "The message has been tagged for (tag option) delivery."

   If you call and leave a message, only urgent and private tags are available. If you are calling from your mailbox, acknowledgement is also available.

3. To send the message, press 7 9.
   "Message sent."

Message tagging shortcut

To tag a message without waiting for the prompt, enter the full number of the tag. For example, to tag a message urgent or private.

1. Press 7 0 1.
   The urgent tag is confirmed.
2. Press 7 0 4.
   The private tag is confirmed.

To specify timed delivery

1. Press 7 0.
   "Message options."
2. Press 6.
   "Timed delivery." "Delivery month?" "Delivery day?" "Delivery time?"
3. Enter the month, day, hour, and minute, following each by #. For the current month, day, or time, press # only.
4. Press 1 for a.m., 2 for p.m.
   "Your message has been tagged for timed delivery (date) (time)."
5. To send the message, press 7 9.
   "Message sent.

To remove a tag

Before sending a message, you can remove a tag. Press 7 0, then retag.
"Message options."

To retag urgent to standard, press 2.
To retag economy to standard, press 2.
To remove private tag, press 4.
To remove acknowledgement tag, press 5.
To remove timed delivery tag, press 6.
"The message has been tagged for (tag options) delivery."

To end voicemail session

To end the voicemail session, press 8 3.