Voicemail for users / extensions are turned ON by default and will inherit the systems default greeting. Voicemail's are generally stored for a maximum of 7 days before it is deleted. Also the maximum number of voicemail recordings an extension will be able to store is 20 with a maximum duration of 5 minutes per message.
To customise and manage voicemail greetings, please follow the below step-by-step instructions.
Accessing the Voicemail System
Users can access the voicemail system using any of the following methods:
Listen to the messages from your main phone: Dial *97 and press the confirm button on the telephone keypad. (Another way to listen to your messages from your phone is by dialing your extension number.)
Listen to the messages from your mobile: Dial into the main number and press 3 once you hear the auto attendant. The auto attendant will recite your messages and then deliver the prompts shown in the figure above.
Listen to the messages from an outside phone:
- Dial into the main number.
- From the auto attendant, enter your extension number or if you know the direct dial prefix (
8is default), dial the prefix plus your extension (i.e., if your extension is511, then enter8511). - Press the star key; otherwise, you will be prompted to leave a message.
- Enter your voicemail PIN.
When users call their mailbox for the first time, they will be prompted to record their name. The recording will be used when someone calls their extension from the auto attendant. Users will also be prompted to record a greeting, which they can opt to use in place of their name. Once this has been established, anytime users call into their mailbox, the auto attendant will automatically recite their messages before delivering the prompts shown in the figure above (users can press the * key to skip their messages and go straight to the voice prompts).
The main menu of the voicemail system is shown below:
1 Hear your messages
2 Change your PIN
3 Record your name
4 Record a greeting
5 Record a message
9 Select a mailbox greeting
Forwarding a Message
To forward a message to another recipient while listening to the message:
- Press
6. - Press
1to move the message to a single mailbox. - Enter the extension number.
- Press
#.
To copy a message to another recipient(s) while listening to the message:
- Press
6. - Press
2. - Enter the extension number. When copying to multiple extensions, separate them by the
#sign. - Press
##when finished.
Leaving Voicemail Messages
When users call another user, they have the option of receiving a callback (press 1) or leaving a message (press 2). Once they leave a message and press the # key, the options shown in table below will be available.
- Delete the message.
- Record the message again.
- Mark the message as urgent.
- Mark the message as private.
- Send the message and go to the operator.
- Send the message and hang up.
Composing a New Message
Rather than leave a message directly on another user's voicemail, users have the option of composing a message and then moving it to another mailbox or copying it to multiple mailboxes.
- Call into your voice mailbox.
- If you have messages waiting, press to skip to the main menu.
- Press
5from the main menu. - Record the message.
- Press the
#sign. - Select an action:Press
1to move the message to a single mailbox.Press2to copy the message to one or more mailboxes. Use a#sign to separate multiple mailboxes.Press3to mark as urgent.Press4to mark as private. - Press
##when finished.
Personal Greetings
Users can record up to five individual greetings. Greetings will remain on the system and can be activated whenever users need them.
- Dial
98followed by the first greeting number (*1). - Press the confirm button on the telephone keypad.
98*1Greeting 198*2Greeting 298*3Greeting 398*4Greeting 498*5Greeting 5 If users need to re-record a greeting, they can activate the greeting and record again (i.e., dial98*6followed by the confirm button to re-record message 6). Greeting 0 is the initial greeting that was activated at the time the user set up the voicemail box. - To activate a greeting, users must dial their extension number, press
9, and select the greeting they want to use (will bring the user to the main menu of the mailbox.)
Hearing Your Personal Greetings
- Call into your voice mailbox.
- Press to skip to the main menu.
- Press
9from the main menu to hear your recorded greetings.
Sending a Voicemail Message Without Ringing Extension(s)
The voicemail system allows users to send voicemail messages to other users without ringing their extension. This is done by calling the voicemail system rather than the user's phone.
Scenario: Suppose two employees, Mary and Jack, are working on a project, and Mary has some information that Jack needs. Rather than phone him, she calls the voicemail system and records a message for Jack. She then tells the voicemail system to send it to Jack's extension. The message is immediately put into Jack's voice mailbox without his phone ever ringing. Jack's message waiting light immediately alerts him of a new message.
The message can be sent to any number of additional employees.
To send a voicemail to multiple extensions without ringing extensions:
- Enter your extension into the telephone keypad.
- This should bring you to the main menu of the auto attendant. If you hear your message instead, press the key on the telephone keypad.
- Press
5. - Record your message, then press the
#sign. - Press
2to copy the message to an extension(s). - Enter the extension(s). Multiple extensions must be separated by the
#key. Press##when finished.
Transfer a Call Directly to Someone’s Voicemail
The system administrator must enable a direct dial number before users can "blindly" transfer a call to someone else's voicemail. The default for direct dial is 8.
- Put the call on hold using the hold button on your telephone keypad.
- Press the Transfer key. (If your phone does not have a transfer button, dial *77 to transfer the call.)
- Enter the mailbox prefix key.
- Enter the extension number.
- Press the confirm button on the telephone keypad.
The caller will be transferred to the extension's voicemail. Because the caller will bypass the voicemail timeout, the caller will not hear any ringing.
This method does not need to involve an outside caller. If you want to call a person's mailbox directly, you can dial 8123 followed by the confirm button.