Voice Messaging answers calls when an employee is on or away from the phone. In addition, Voice Messaging can:
Compose, edit, and send messages;
Forward and reply to messages;
Create personalized lists for sending messages; and
Set a date and time for message delivery.
All new employees to the Institute will need a password to access the voice mail system. Please contact Marilyn Tuite for assistance.
The number keypad of the telephone provides the commands for the voice mail system. Voice Messaging guides the employee with audible prompts for each step.
Functions of Voice Messaging
Setting the Password
Initially, the password will be 12_your 4-digit extension_#
Changing the Password:
1. Enter the voicemail system by pressing the message key on the phone, or by dialing 2299. The caller will hear “Cal Pilot from Nortel Networks, mailbox?”
2. Enter your 4-digit extension plus # sign. You will hear “Password?”
3. Enter 12_your 4-digit extension_#. You will hear that this is a temporary password and will be told to press 84.
4. After pressing 84, you will be asked for your old password. Enter 12_your 4-digit extension_#.
5. Enter your new password. Always end with the # sign.
To Log On to Voice Mail
Logging on means accessing your mailbox in the Voice Messaging system to enable you to hear your messages and use all the other Voice Messaging features. Logging on can be done from any touch-tone phone.
From own telephone with Message key:
1. Lift receiver
2. Press Message key
3. When prompted, press the mailbox/DN number and press #
4. When prompted, press the password number and press #
From own telephone without a message key or from a telephone other than your own:
1. Lift receiver
2. Dial Voice Mail extension (2299)
3. When prompted, press the mailbox/DN number and press #
4. When prompted, press the password number and press #
From a telephone outside the office:
1. Lift receiver
2. Dial Voice Mail Number – (415) 345-2299
3. When prompted, press the mailbox/DN number and press #
4. When prompted, press the password number and press #
To Log Off
Press 83, you will hear “Good-bye.”
Note: Always log off after a voice mail session to ensure port availability
To Record Your Name (Personal Verification)
Personal verification records your name and other details such as title or extension number. Your personal verification is used in your greetings and outgoing messages.
1. Log on.
2. Press 89. You will hear, “The personal verification is (name)” or “There is no name for personal verification of mailbox (number)”
3. Press 5, wait for tone and speak your name
4. Press #. The system will play back the name recorded
5. Press 2 to replay personal verification
6. Press 5 to re-record
7. Press 83 to log off
Personal Greetings
Callers from outside the organization hear the external greeting; callers within the organization hear the internal greeting. All callers hear the temporary absence greeting if one is recorded.
To Record External Greeting
1. Log on
2. Press 82
3. Press 1 for external greeting
4. Press 5, wait for tone to begin recording
5. Press # when finished recording
6. Press 2 to replay greeting
7. Press 76 to delete greeting
8. Press 83 to log off
To Record Internal Greeting
1. Log on
2. Press 82
3. Press 2 for internal greeting
4. Press 5, wait for tone to begin recording
5. Press # when finished recording
6. Press 2 to replay greeting
7. Press 76 to delete greeting
8. Press 83 to log off
Changing Password
For security reasons, passwords should be changed as often as required.
1. Log on
2. Press 84
3. Enter new password plus #
4. Enter new password plus #, again
5. To verify that the new password has been accepted, enter the old password plus #. You should hear, “Your password has been changed.”
6. Press 83 to log off
Note: Passwords must be a minimum of 4 digits.
Play Your Messages
The message-waiting light indicates new messages.
1. Log on
2. Press 2 to play message
3. Press 2 to play message again
4. Press # to pause during playback
5. Press 2 to continue
6. Press 1 to skip backwards 5 seconds
7. Press 76 to delete message
8. Press 76 to restore deleted message
9. Press 72 to play envelope information
Navigate the Mailbox
1. Log on
2. Press 6 to move forward to next message
3. Press 4 to move back to previous message
4. Press 86 plus message number plus # to go to a specific message
Compose a Message
Messages can be composed to one or more persons or distribution lists.
1. Log on
2. Press 75
3. Enter mailbox number(s) plus # — after entering the last mailbox number, press # twice
4. Press 5, wait for the tone to begin recording
5. Press # when finished recording
6. Press 79 to send message
7. Press 83 to log off
Reply to Messages
To reply to a message left from another SKERI extension:
1. Press 71 to reply
2. Press 5, wait for the tone to begin recording
3. Press # when finished recording
4. Press 79 to send message
To reply to a distribution message and to all users who received it:
1. Press 74 to reply to all
2. Press 72 to hear list of users who will receive the reply
3. Press 5, wait for the tone to begin recording
4. Press # when finished recording
5. Press 79 to send message
To Call the Sender
After listening to a message, a call can be automatically placed to the sender of the message, if Voice Messaging knows the sender.
1. After listening to the message, press 9 to call the sender. You will hear, “Calling (sender’s extension number or name).”
2. Speak to the sender or leave a message.
3. After finishing the call, hang up.
To Forward a Copy of a Message
The message can be forwarded to another mailbox, or to a distribution list. An introduction can be recorded to the original message.
1. Press 73 and enter mailbox number(s)
2. Press # twice after the last mailbox number
3. Press 5, wait for the tone to begin recording an introduction
4. Press # when finished recording
5. Press 79 to send message
To Bypass Personal Greeting
Press 5 or #, listen for the tone and leave a message
To Tag a Message
After creating a message, it can be tagged to indicate that it is to be handled in a special way.
Press 70 to access message option
1 = urgent
Urgent messages are announced when the recipient logs in
4 = private
If a message is tagged private, the recipient of the message cannot forward it
5 = acknowledge
A confirmation will be sent after the recipient plays the message
6 = time delivery
Time delivery offers the option of delivering the message on a specific date and time
1. Press 70 to access message options
2. Press 6 for time delivery
3. Press 7# to enter month
4. Press 3# to enter day
5. Press 4# to enter hour
6. Enter 2# to enter Meridian number (1 = a.m., 2 = p.m.)
Compose a Personal Distribution List
A distribution list saves time when a message is sent to a group of addresses
1. Log on
2. Press 85
3. There is a limit of up to 9 distribution lists. Enter distribution list number (number 1-9) plus #
4. Press 5 to compose distribution list
5. Enter mailbox numbers separated by #
6. Press # to complete list
7. Press 2 to review distribution list
Alternative Log On
To log on to your mailbox after leaving a message:
1. Finish recording, press #
2. Dial 81
3. Enter mailbox #, password #
4. Proceed as directed
To Access Help Service
1. Press 8 to get general help
2. Press 7* to get message command help
3. Press 8* to get mailbox command help