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Student Phone - User Guide - Using Voicemail

This article describes how to use voicemail in the student phone system in University residence halls.

Getting Started

Basic Voicemail is a feature that is included with your basic phone services but is not enabled by default. In order to obtain this feature, the Student Voicemail Request Form must be completed and submitted. Within 72 hours after receiving your completed form, your personal passcode and instructions will be delivered to your residence hall mailbox. For further information, call the IT Services Support Desk at 2-5800.

Overview

With voicemail, your calls will always be answered and your messages will always be correct and available to you anywhere you have use of a phone. Voicemail is easy to use - once you become familiar with the key commands, you'll be using it effortlessly. In the meantime, a voice will automatically prompt you through each step as you learn to use the system. A quick reading of this user guide will give you more details about how each feature can be used to help you communicate more easily and effectively.

Initializing your Mailbox

When you log in to your mailbox for the first time, the voicemail tutorial will automatically guide you through the steps of setting up your mailbox, personalizing it with your greeting, recording your name, and changing your passcode. You will be given a letter that has your mailbox number and a temporary Passcode. The first time you use voicemail, you will use the temporary passcode to access your mailbox. From there, it's easy to personalize it with your voice and private passcode. Voicemail will prompt you through each of these simple steps. The entire tutorial must be completed to properly initialize the mailbox, otherwise the mailbox will default back to the temporary passcode and any recordings will be erased.

  • Enter your temporary passcode to gain access to your mailbox.
  • Change the passcode by entering your own personal (4 to 10 digit) passcode which you will then always use to access your mailbox-we recommend 6 to 10 digits to further protect the privacy of your mailbox and the security of the voicemail system.

NOTE: If you enter your passcode incorrectly five times within a 24 hour period, your mailbox will be locked. You will hear, “Your mailbox is not accessible at this time”. If you hear this message, call 2-5800.

  • Record your name so that it can be used to inform other users when they have reached your mailbox.
  • Record your message to greet callers.

Accessing your Mailbox

There are several ways to access your mailbox from any touchtone phone. Important things that you should remember:

  • Your mailbox is private and can only be accessed by using your personal passcode. To access voicemail through the main system, dial 2-2111 or (773) 702-2111 (from off campus)
  • At the “Welcome,” enter *, your mailbox number, then * again
  • At the “Hello,” enter your Passcode

If you are in a single room, you can access voicemail directly from your room by using these instructions:

  • If you hear “Voice Message, Voice Message” when you pick up the receiver, you have a message(s) waiting for you
  • Enter * 5 to connect to your mailbox
  • At the “Hello,” enter your passcode and follow the prompts. Access your mailbox and enter 7 to listen to your message(s)

If you have roommates and multiple mailboxes, you can access voicemail directly from your room by using these instructions:

  • Dial 2-2111
  • At the welcome, enter *, your mailbox number, then * again
  • At the “Hello,” enter your passcode

NOTE:You don't have to wait for the welcome greeting or voice prompts to play completely; you can enter commands at any time.

Main Menu

This is what you will hear each time you access your mailbox:

  • Enter 7 to play a new message or play a saved message, then:
  • 6 To make a message
  • 8 To change to user options
  • 9 To exit the system
  • 0 To return to the attendant
  • # To dial an extension

    This will start you on your way.

Recording your Name/Greeting

Mailbox Name

To set or change the mailbox name, from the Main Menu:

  • Enter 8 for user options, then
    • 6 for name options, then enter
    • 7 to record your name (begin to speak after the beep and remember to press # to end your recording), then press:
    • 7 to review the name recording;
    • 3 to discard and re-record the name recording;
    • 2 to append the name recording;
    • 5 to listen to the current recorded name;
    • 9 to save any changes and exit to the user options menu, then
    • 9 to exit to the main menu.

Mailbox Greeting

To record or change the mailbox name, from the Main Menu:

  • Enter 8 for user options, then
    • 4 for greeting options, then enter
    • 7 to record your greeting (begin to speak after the beep, and remember to press # to end your recording), then:
    • 7 to review the recorded greeting;
    • 3 to discard and re-record the recorded greeting;
    • 2 to append the recorded greeting;
    • 5 to listen to the current recorded greeting;
    • 9 to save any changes and exit to the user options menu, then
    • 9 to exit to the Main Menu.

Play/Respond to a Message

After accessing your mailbox, voicemail will tell you how many new and saved messages you have. Voicemail will then prompt you to:

  • Enter 7 to play the current message. After listening to the message, you can enter:
  • 7 To repeat the message,
  • 2 To record an answer to the message; then:
    • 7 To review your answer,
    • 3 To discard and re-record,
    • 2 To record an additional response (to append to the message you just recorded).
  • 6 To activate message addressing options, then:
    • 2 For confidential (recipients can answer your message but not forward it to anyone else),
    • 7 To receive a receipt (acknowledgment that the message has been played),
    • 8 For urgent (recipient notified urgent message awaiting),
    • 3 To establish a future delivery time (follow prompts).

NOTE: Entering a number a second time turns the option off.

  • 9 To set message addressing options and exit this menu,
  • 9 To send your response and exit to the Main Menu,
  • 4 To give the message to another user (“confidential” messages cannot be “given”),
  • 5 To keep the message stored,
  • 3 To discard the message,
  • 6 To make a message,
  • 9 To exit system.

When playing a message, you can always enter:

  • * To move backward 5 seconds
  • # To move forward 5 seconds
  • 1 To pause 30 seconds (press * to resume)
  • 8 To skip to the next message (without changing current message status)
  • Press 9 to exit the system at any time from Main Menu

Making Messages/Using Features

To make a message to send to other voicemail users from the Main Menu:

  • Enter 6 and follow the voicemail prompts to enter mailbox number, person’s name, or distribution list;
  • Enter mailbox number,

OR

  • Enter 1 to enter the person’s name (start with last name, continue with first until system identifies person you’re calling; for letters Q and Z, use 1)

OR

  • Enter number of distribution list (see instructions in next section).

You may enter * to cancel an incorrect destination or enter:

  • # To record/end new message
  • 7 To review your recording
  • 3 To discard and re-record
  • 2 To append to your message
  • 6 For message addressing options, then enter:
    • 2 For confidential (recipients can answer your message but not forward it to any one else)
    • 7 To request a receipt (acknowledgment that message has been played)
    • 8 To mark message urgent (recipient notified urgent message waiting)
    • 3 To establish a future delivery time (follow prompts)
    • 9 To set message addressing options and exit this menu
    • 9 To send the message and return to the Main Menu

To Audit a Future Delivery Message:

  • Enter 8 for user options
  • Enter 2 for call schedule options
  • Enter 3 to audit a future delivery message

Distribution Lists

Voicemail sets you up with nine empty distribution lists (01-09); you can make one voice message and send it simultaneously to all the individuals on the list.

To Create a Distribution List:

After accessing your mailbox, voicemail will prompt you to:

  • Enter 8 for user options
  • Enter 5 to create/modify a distribution list, then enter:
    • 6 To record a name for the list
    • 2 To add a member (mailbox number) to the list
    • 3 To drop a member (mailbox number) from the list
    • 7 To play the list members’ names
  • Enter 9 to save the changes to the distribution list and return to the Main Menu

To Use a Distribution List:

After accessing your mailbox, voicemail will prompt you to:

  • Enter 6 to make message
  • Enter distribution list number
  • Record your message, then enter:
    • 7 to review
    • 3 to discard
    • 2 to append
    • 6 for addressing options
  • Enter 9 to send the message and return to the main menu

Voicemail Tips

When creating your personal greeting, remember to tell callers to leave a detailed message so that you can respond with the information they need. You can change your greeting as often as you’d like to notify callers of a change in your schedule. You can only “answer” a message from another voicemail subscriber. If you hear the system provide a name before the message plays, you can “answer” that message. If only the time and date are provided before the message plays (no name or mailbox number), you cannot use the “answer” feature of the system to respond to that message because the call came from outside the Voicemail system. If you are not sure what key to press, WAIT rather than trying to guess what to do. The system will prompt you and provide help if you simply wait when having difficulty.

Other Helpful Hints

  • It is not necessary to listen to all the prompts if you already know which key to press. You can press keys in succession - just pause briefly between commands.
  • Pressing 9 exits you from the Main Menu. You must disconnect by pressing 9 and waiting until the system says “good-bye.” This helps keep the lines to the system free to handle as many subscribers and callers as possible.
  • Keep your mailbox clean. Mailboxes can fill quickly, and if your mailbox is full, anyone trying to leave you a message will hear “mailbox for name is full.”
  • If you want to forward or send a message to another subscriber, make sure you hear that subscriber’s name (not just their mailbox number). If you don’t hear the subscriber’s name, it means that the mailbox has not yet been initialized.
  • You can send a message to another subscriber even if you don’t know their mailbox (phone) number. Using the letters on the keypad on any touchtone telephone to spell the person’s last name, you can send a message to their mailbox, then follow the voice prompts.

Voicemail Etiquette

  • Check your mailbox for messages several times a day
  • Respond to your messages promptly
  • When you will be away from your room for a day or more, record an appropriate greeting to let your callers know
  • Keep your messages as short (yet complete) as possible. Remember, you always have the option of reviewing and re-recording your message
  • When sending a message to more than one person, include the recipients’ names as part of the message; this eliminates confusion and lets recipients know they don’t need to forward the message to someone who already received it.

To Report a Problem with your Mailbox

If you have any problems or questions about your mailbox, you should contact the Service Desk at 2-5800. Be prepared to provide details of the problem (e.g., mailbox number, time problem occurred, function being used, calling from where, etc.).




Keywords:telephone vm   Doc ID:19433
Owner:Kathy C.Group:University of Chicago
Created:2011-08-02 18:00 CSTUpdated:2016-05-16 11:37 CST
Sites:University of Chicago, University of Chicago - Sandbox
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