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| Voicemail is designed to allow callers to leave messages when you are on the phone or unable to answer the phone. Notice that voicemail will answer when you are on the phone while answering machines only answer when you are not on the phone. |
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Features
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Apart from basic message taking, the system also offers the following features:
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remote access you can access your messages from another telephone. |
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message waiting when you pick up your own handset, the system tells you of any new messages. |
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forwarding messages can be transferred to other voice mail subscribers. |
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password protection you can control who has access to your mailbox. |
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on-line help online help is available by pressing star (*) H or star (*) four for each menu. |
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status of outgoing messages indicates when a message was sent or received etc. |
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How will our voicemail be setup?
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| A typical voicemail system will answer the phone after three rings or will immediately answer if the line is in use. Many of the offices on campus are setup so if the first number called is not available it will ring to a second and sometimes a third number. Typically this system was in place to ensure that callers did not get busy signals. Please notify telecommunications and networking of situations where voicemail should not answer the phone. Another phone in the office is still able to pickup the called phone using call pickup (* 7).
Calls can still be manually forwarded (* 2 + extension) which sends all calls to the extension forwarded to, without the option of going to that extension's voicemail. To remove this use #2.
Example: Ext1 uses *2 to forward the phone to Ext2. If someone calls and Ext2 doesn't answer the phone, the voicemail on Ext1 will pickup. If Ext2 is busy, then the voicemail on Ext1 will pickup. |
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How will I know how to use the system?
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| At this point we don't have any more voicemail training sessions setup. It would be best (and fastest) if you were able to ask someone that uses voicemail training sessions to explain how to set it up. We have instructions on the web that explain what to do the first time and the detailed instructions explain more. These instructions do lack some critical information like the password and voicemail extension to provide some security but if you need this information email the system administrator and you will have the information sent to you. |
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How do I re-record my spoken name?
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| To re-record the name heard when you leave a message for other people or in other system announcements, login to the voicemail system (call 26691, extension and # and password and #) at the activity menu press 5, then 5, then press 1 to start recording, and 1 to stop recording, and # to approve it. |
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How do I record a voicemail greeting?
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To record a voicemail greeting follow these steps.
1. Login to voicemail. Call 26691, enter extension (2XXXX) and # (or just # if you are sitting at your extension), then password and #.
2. Press three to record the greeting that a caller will hear.
3. Press one to change or create your greeting. Then enter a greeting number (1-9) usually one. If you are re-recording you need to choose the same greeting number you are using now. Press one to record, press one to stop recording. Either press # to approve, 2 then 3 to listen to the recording, or *3 to delete. To re-record the greeting press 2 then 1. Press 1 when finished.
Below are some suggested voicemail greeting scripts. These greetings are for your convenience so please customize them. Not all extensions are setup with the zero out feature so be sure to check before you tell callers they can do that.
Individual Voicemail Box
You have reached your name with Eastern Kentucky University office name. I am currently away from my desk or on another line. Please leave a message after the tone and I will return your call. If you would like to reach someone else please press zero.
Department Voicemail Box
You have reached Eastern Kentucky University office name. Our Office hours are eight to four-thirty. If you would like to leave a message for someone in the office you may do so after the tone. Please indicate for whom you are leaving the message, your name, and a telephone number where you can be reached. If you have heard this message before you may press one to skip the rest of this message.
Voicemail Message for Vacation/Sick/Training/Sabbatical
You have reached your name with Eastern Kentucky University office name. I will be out of the office until date. (I will/will not be checking messages). If you would like to leave a message, please do so after the tone. If you would like to reach someone else please press zero. |
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How will I know if I have messages?
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| With a regular telephone when the handset on the phone is picked up a soft beeping noise will replace the regular dial tone. More complicated (and more costly) telephones may have a message waiting light. This light will blink when there are new messages. |
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How do I listen to messages?
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| It is as easy as logging in (dial 26691, enter your extension + # then your password + #) then press two (which indicates to the system that you want to listen to messages) then zero to listen to the message. This only works after the voicemail box has been setup. We also have more detailed instructions on how to fast forward, rewind and skip messages. |
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What can I do if I'm leaving a message and make a mistake?
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| If you are recording and you make a mistake you can press * and then 3 to delete the message. If someone walks in and you want to pause while you are recording a message press one to pause and then one again when you want to continue. You can also press two and then three to listen to what you have recorded. |
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How can I setup different greetings for busy and no-answer calls?
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The voicemail system will allow different greetings for different types of calls. The system will allow a differentiation between inside and outside calls (these would be calls on campus and off campus); busy and no-answer calls; and calls during working hours
(8-4:30) and after working hours. The first step to having different greetings answer different types of calls is to tell the system to differentiate between different types of calls.
1. Login to voicemail
2. Press three to administer personal greetings
3. Press four to administer call types
4. Press one to differentiate between on campus and off campus calls; press two to differentiate between busy and no answer calls; press three to differentiate between calls during working hours and outside working hours.
The next step is to create another greeting. This can be done by following these steps.
1. Login to voicemail
2. Press three to administer personal greetings
3. Press one to create or change a greeting
4. Press two for the greeting number (this assumes you already have a greeting one)
5. Press one to start recording the greeting, press one to stop, press # to approve it or two then one to re-record it, and # when you want to approve it.
6. Press one to activate this greeting for busy calls. If greeting one was active for all calls then it automatically becomes active for no-answer calls.
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What should I do if the voicemail system won't let me in?
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| If you forgot your password, the voicemail system won't let you in, voicemail says to contact the system administrator, or voicemail doesn't answer your phone after three rings, or when busy then go ahead and e-mail the system administrator or call 21903. |
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How do I transfer a caller directly into someone's voicemail without ringing their phone?
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| This is very useful when the person being called does not want to be disturbed (they may be in a meeting or busy). Initiate the transfer (typically by pressing the switch hook or flash) then dial 28900 then you will hear a message saying "Please enter the extension number..." then dial the extension number of voicemail box you want the caller to go to and # then finish the transfer by hitting the switch hook (or flash) to let the caller hear the voicemail message. Please note that if you hear part of the message then the caller did not hear that part of the message. |
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How do I setup a voicemail box that someone else has already used or setup?
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If the voicemail box has already been setup it will not prompt you to change your password (if you are already using a 5 digit password) or the spoken name. If you do not know the password on the voicemail box then you will need to contact the system administrator at 21903 or via e-mail. The following directions explain what to change once you know the password.
1. Login to voicemail. Call 26691, enter extension and # (or just # if you are sitting at your extension), then password and #.
2. Press 5 to customize your mailbox (Audix will not say that 5 is an option but you can press it anyway)
3. Press 4 to change your password. Then enter in your new password then #. Enter in your new password again then # to confirm. Your password must be between 5-15 digits in length. After your password has been changed Audix will say "changed". It will then bring you back to the activity menu.
4. To change your spoken name: press five at the activity menu.
5. Press five again and then record your name at the tone, press one when done speaking your name. Then press # to approve your spoken name.
6. Press three to record the greeting that caller will hear.
7. Press one to change or create your greeting. Then enter a greeting number (1-9) usually one. Press one to record, press one to stop recording. Either press # to approve, 2 then 3 to listen to the recording, or *3 to delete. To re-record the greeting press 2 then 1. Press 1 when finished.
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What is an automated attendant and a bulletin board?
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| Another feature of many voice mail systems is automated attendants. An automated attendant answers the call and plays a pre-recorded message that provides menus to the caller to direct their call to certain extensions or an informational message. A system with some informational messages is called a bulletin board. The Colonel Connection is an example of an automated attendant, bulletin board, and more. |
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