Example Extension: 530 Temporary Voicemail Password: 987123
The following is a description of how to access your voicemail from a variety of locations. Although this document may not provide every possible activity available to you, rest assured that once you have logged into your voicemail, the system will provide you with the necessary prompts to complete the tasks required. Your administrator CAN reset your voicemail password for you in the event that you forget it – the administrator cannot see your password as it is encrypted.
NOTE: Remember, as long as you can access your voicemail, the system will talk you through the process using simple & detailed instructions. Once you become familiar with the basic functionality outlined in this brief document, using the voicemail system will become second nature to you.
KEEP YOUR PASSWORDS COMPLEX to avoid the voicemail password being discovered.
Accessing Voicemail
There are three ways to access your voicemail. Each method requires a slightly different process to log onto the voicemail system, however once you have logged in the process becomes consistent.
Your voicemail password can be changed once you have logged into your voicemail the first time. It is suggested that you change your voicemail password regularly. In the event that you forget your voicemail password, your local administrator can arrange to have it reset for you.
Method 1 – Accessing your voicemail from your phone – (Individual phone set vmail boxes ONLY)
NOTE: If you have a hard-wired phone (e.g. Cisco SPA508G) a small envelope icon button will also access this feature for you for the voicemail ONLY for the extension being used. This method cannot be used to access other voicemail boxes.
Pick up your extension and dial feature code *97
You will be prompted to enter your password followed by the # key
You are now inside your mailbox – see instructions below for available activities
Method 2 – Accessing voicemail from a different phone in the office – (ALL voicemail boxes)
Pick up the extension and dial feature code *98
You will be prompted to enter your mailbox number (this is the EXTENSION– enter it exactly (e.g. 123)
You will then be prompted to enter your password followed by the # key
You are now inside your mailbox – see instructions below for available activities
Method 3 – Accessing your voicemail from an outside line (ALL vmail boxes)
Call your Main IVR number
Once inside the Main IVR, press ** and you will then be prompted to enter your extension & password – follow the prompts.
You are now inside your mailbox – see instructions below for available activities.
Available Activities
Setting up your preferences
Your mailbox has already been setup for you by someone for testing purposes. It is essential that you record your full name and unavailable greeting as this is what will be used for the dial-by-name directory feature – and it would certainly be best to be in your own voice.
Changing your password: The first thing you should do, upon accessing your voicemail is to change your password. This process should be done regularly to ensure that your voicemail box is secure.
- Access your mailbox using one of the methods (above)
- Press 0 to access the advanced options
o Press 5 and follow the prompts to change your password. You will be presented with several choices to confirm your password.
Recording your name in the directory: This brief recording of your name provides assurance to those dialing by name to hear your full name.
- Access your mailbox using one of the methods (above)
- Press 0 to access the advanced options
o Press 3 and follow the prompts to record your name. You will be presented with several choices to confirm your name.
Recording your greetings: This is where you can record one of three (3) greetings, which you can use to notify people of your availability.
- Access your mailbox using one of the methods (above)
- Press 0 to access the advanced options, then select one of the following choices to…
o Record your Unavailable Message, press 1 and follow the prompts
o Record your Busy Message (such as when you are on the phone), press 2 and follow the prompts
o Record your Temporary Greeting (for vacations or temporary modifications to your default message), press 4 and follow the prompts
Listening to Voicemail
Once your basic mailbox functionality has been setup, you can listen to received voicemail messages. Using one of the methods above, access your personal voicemail.
- To listen to your New Messages, press 1
- To Change Folders (where other messages are saved by you previously), press 2
- For Advanced Mailbox options, press 3
While listening to any voicemail message, you can choose several actions:
- Press 3 for Advanced Options
- Press 5 to Repeat the message
- Press 7 to Delete the message (this can only be undone UNTIL you hang up)
- [To undelete a message, cycle through the new message and then follow the prompts to listen to them again, you can hear each deleted message and you can undelete each by pressing 7 again to Undelete them]
- Press 8 to Forward the message to another mailbox
- Press 9 to Save the message in a different folder [the default is in the main New message folder]
Email Forwarding
If your administrator has requested the Email forward feature, message notification will be forwarded to a single email account. If Email Forwarding has been activated, a message will be delivered to you indicating (where available and depending upon the requested setup has been configured) the Caller ID, Date and Time stamp of the message and an attachment of the voicemail itself.
Only 1 email account can be used as a forwarding address per voicemail box.
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