Campus Voicemail - Faculty/Staff Instructions

GETTING STARTED:

Your Temporary Passcode - A temporary passcode is required for your first voice mailbox session, the tutorial. The temporary passcode for all users is 78283 (STATE).

THE TUTORIAL:

When accessing your voice mailbox for the first time, a verbal tutorial is automatically activated. The tutorial will guide you through your first mailbox session. Be prepared to record your greeting, your name and a 4-10 digit passcode.

The tutorial will prompt you to enter a temporary passcode. Your temporary passcode is 78283 (STATE).

ENTERING YOUR MAILBOX:

From your campus phone:
1. Dial 2-2100
2. Enter your passcode when prompted.

From off-campus:
1. Dial (517) 432-2100
2. Enter your 5-digit mailbox number (same as your campus phone number)
3. Press *
4. Enter your mailbox passcode when prompted.

From another campus phone other than your own:
1. Dial 2-2100. If another voice mail user's voice is announced, press *. (This occurs when you place the call from another voice mail user's phone)
2. Enter your 5-digit mailbox number (same as your campus phone number)
3. Press *
4. Enter your mailbox passcode when prompted

MAIN MENU:

You will always be offered the option of listening to your messages first. If you do not play any messages, but stay on the line, the Main Menu options will be offered.

Main Menu Options:
1. Press P to Play the first message.
2. Press M to Make a message
3. Press U to change User options
4. Press X to eXit the system

PLAYING YOUR MESSAGES:

When a caller leaves a message in your mailbox you will receive one of the following message notifications that there are new messages waiting to be retrieved:

• Stutter Dial Tone - this is an interrupted tone on your telephone line.
• Message Waiting Light - available on some single line sets equipped with a message waiting lamp.
• Message Delivery - delivery of messages to a programmed number. (User can change number and delivery schedule.)
• Paging - provides message notification by calling a pager number. (User can change number and delivery schedule.)

Note: Your message light or stutter tone will not extinguish until all messages are kept or deleted.

1. Access your voice mailbox (2-2100) and enter your passcode. The system will tell you how many new and saved messages you have.
2. Press P to Play the first new message.

During playback - Silent Prompts

• Press * to move backward 5 seconds
• Press # to move forward 5 seconds
• Press 1 to pause 30 seconds: press any key to resume
• Press 8 to skip ahead to the next message

After playback

• Press K to Keep a message
• Press R to Replay a message
• Press D to Discard a message
• Press A to Answer the message
• Press G to Give the message to another user
  • Enter mailbox number or Distribution List Number and record comments
• Press R to Review your recording
• Press D to Discard and record again
• Press A to Append to your recording
• Press M to activate Message Addressing Options
• Press X to send your recording and exit
• Press K to Keep or D to Discard the message

3. When you are finished playing your messages, press X to eXit the system.

Note:
- Once the first message has been kept or discarded, the next message will automatically play.
- If you accidentally press D to Discard a message, you can retrieve it by immediately pressing *

MAKE A MESSAGE FOR ANOTHER USER:

1. Access your voice mailbox (2-2100) and enter your passcode.
2. Press M to Make a new message for another user. (This is NOT the greeting a caller hears when they get your voice mail)
3. Enter the recipient's mailbox number or the 2-digit distribution list number. If you are sending your message to more than one person, you may continue to input mailbox numbers and/or distribution list numbers. To cancel an entry if entered incorrectly, press *.
4. Press # to begin recording your message. You may press * to pause/resume during recording
5. After recording, press:

• R to Review your recording
• D to Discard and re-record
• A to Append to your recording
• M to activate Message addressing options
• X to send the message and eXit to the main menu

MESSAGE ADDRESSING OPTIONS
Message Addressing Options can be accessed after you have recorded a message for another user (this includes an Answer to a message that was sent to you or comments that you make when Giving a message from your Mailbox to another user).

1. Access your voice mailbox (2-2100) and enter your passcode.
2. Make, Give or Answer a message.
3. Press M to access Message Addressing Options:

• Press C to mark message Confidential (This prevents a message from being given to another user=s mailbox.)
• Press R to Request a receipt (When the recipient of the message plays the message, the system will send the user a receipt.)
• Press U to mark message Urgent (This will place the message first in the recipient=s mailbox.)
• Press F to schedule for Future Delivery (Messages can be given up to 30 days in advance. The system will prompt you to enter the month, day and time of delivery)
• Press X to eXit message addressing options.

4. Press X to send your message and eXit.

USER OPTIONS

Changing Your Greeting
1. Access your voice mailbox (2-2100) and enter your passcode.
2. Press U for User Options
3. Press G for Greeting. The system will tell you if you have your Primary or Conditional greeting enabled.

• The Primary greeting is the only greeting a caller will hear, whether you're on the phone away from your desk, or call forwarded your line.
• Conditional greetings contain a Busy greeting, a No Answer greeting and a Call Forward greeting. If your conditional greetings are recorded and enabled, a caller who reached your mailbox because you are on your line will hear your Busy greeting (I am on another call right now...etc). If you do not answer your line, they will hear your No Answer greeting (I have stepped away from my desk...etc). If you have directly call forwarded your line to voice mail, they will hear your Call forward greeting (I am currently out of the office...etc).
• You may enable either your Primary or Conditional Greeting. Both cannot be enabled at the same time.

If you want to change the Primary Greeting

• Press P to change Primary greeting
• Press L to Listen to the Primary greeting or R to Record Primary greeting.
• Press # when finished recording.
• After recording, you have the options of pressing R to Review, D to Discard and record
  again, or A to Append to your greeting.
• Press X to save your greeting and to eXit to the previous menu

If you want to change Conditional Greetings

• Press C to change Conditional greetings
• Press B to record Busy greeting
• Press F to record Call Forward greeting
• Press N to record No Answer greeting
• Press # when finished recording
• After recording, you have the options of pressing R to Review, D to Discard and record again, or A to Append to your greeting.
• Press X to save your greeting and to eXit to the previous menu

4. Press E to Enable the correct greeting.
5. Press X to eXit.

Changing your passcode
1. Access your voice mailbox (2-2100) and enter your passcode.
2. Press U for User options.
3. Press P for Passcode.
4. Enter your new passcode (4-10 digits) and wait for the system to acknowledge your change.
5. Press X to eXit and save your changes.

Changing your name recording
1. Access your voice mailbox (2-2100) and enter your passcode.
2. Press U for User options.
3. Press N for Name
4. Press R to Record
5. State your name
6. Press # when finished recording
7. Press D to Delete and record again or X to save the recording and eXit to the previous menu.
8. Press X to eXit and save your changes.

Create/Maintain Distribution Lists
1. Access your voice mailbox (2-2100) and enter your passcode.
2. Press U for User options.
3. Press L for Distribution List (A list of two or more voice mail users to whom messages are sent simultaneously.)
4. Enter the list number (01 to 09)
5. Press N to Name your list
$ Record list name
$ Press X to save the name and eXit to the previous menu
6. Press A to Add a member or D to Drop a member
7. Enter mailbox number of member to add or drop
8. Repeat A or D if required
9. Press P if you would like to Play list members
10. Press X to save the changes and eXit to the main menu

Call Schedule Options
1. Access your voice mailbox (2-2100) and enter your passcode.
2. Press U for User options.
3. Press C for Call schedule options
4. Press F to audit Future Delivery messages
5. Press M to access Message Delivery menu
6. Press P to access Paging menu

To Activate Tutorial
1. Access your voice mailbox (2-2100) and enter your passcode.
2. Press U for User options.
3. Press T for Tutorial
4. Tutorial will come on to guide you through changing your passcode, recording your greeting and recording your name.

ADDITIONAL SERVICES:

Automated Attendant - allows callers to bypass the receptionist for expeditious handling of their calls. Callers may by directed to a specific campus telephone number, another department, a mailbox, or transferred to the receptionist.

Bulletin Board/Tree Mailbox - allows callers access to multiple categories of information by stepping through organized trees or categories of bulletins. Caller options may include leaving a message, being transferred to a person, requesting information via a forms mailbox, and returning to the main menu.

Dial "0” - allows the caller to press 0 to be transferred and receive immediate assistance if they choose not to leave a message.

Forms Mailbox - allows you to record multiple instructions, each followed by a record tone. This is particularly useful in instructing a caller to verbally fill out a form or record different segments of information.

Greeting Only Mailbox - plays recorded information and then disconnects the caller after the message is played. This is useful for users who receive a large amount of calls asking for the same information.

Message Delivery - allow you to define a schedule so that if a message arrives in your mailbox, the system will call you at a specific telephone number.

Paging - allows you to define a schedule so that when a message arrives in your mailbox, the system notifies your pager.

Shared Mailbox - when two or more users share one telephone line. Each voice mail user will have a number associated with their mailbox (1, 2, 3...etc).