Business Voice - Voicemail Guide
- Bob Young
Saving Messages
Changing folders allows you to listen to old or previously stored messages. This function is rather like storing files in folders on your PC.
To save messages: | Select which folder: # Cancel |
Note!
The system automatically deletes messages that are more than 90 days old. If you wish to keep messages indefinitely save them in the Archived folder (4). Messages in the Archived folder are not automatically purged.
Mailbox Options
Re-record your name
Select Mailbox Options (option 0 then option 3).
Your name was originally recorded when you first set up your mailbox.
Record a temporary greeting
Select Mailbox Options (option 0 then option 4).
This is the greeting you should use for periods of vacation etc.
To remove this message once recorded:
Select Mailbox Options (option 0 then option 4).
When you select option 4 “Temporary Greeting” with one already in place, you will be given option 2 to remove the “Temporary Greeting” which then puts your original greeting back in place.
Record your temporary greeting again and you will be prompted with an option to remove the temporary greeting. Once removed the mailbox will revert back to playing callers your unavailable message.
(Note) When selecting Option 0 in the voicemail system with an active temporary greeting, the system
will prompt with a reminder.To skip a prompt, you may press # at any time during the prompt.
Select Mailbox Options (option 0 then option 5) to change your password.
Note!
see section Setting up your Voicemail
in the Phone and Features Guide for guidance on changing your password via the Business Voice portal.Select Mailbox Options (option 0 then option 3) to re-record your name.
This was recorded when you first set up your mailbox.Select Mailbox Options (option 0 then option 4) to record your temporary greeting. This is the greeting you should use for periods of vacation etc.
To remove this message once recorded, select Mailbox Options (option 0 then option 4). When you select option 4 “Temporary Greeting” with one already in place, you will be given option 2 to remove the “Temporary Greeting” which then puts your original greeting back in place. Record your temporary greeting again and you will be prompted with an option to remove the temporary greeting. Once removed the mailbox will revert back to playing callers your unavailable message. (Note) When selecting Option 0 in the voicemail system with an active temporary greeting, the system will prompt with a reminder.
To skip a prompt, you may press # at any time during the prompt.
Select Mailbox Options (option 0 then option 5) to change your password.
Note!
See section Setting up your Voicemail in the Phone and Features Guide for guidance on changing your password via the Business Voice portal.
System Prompts
The system provides the following user prompts when leaving messages:
If your extension has no name recorded for voicemail a caller would hear:
“The person at extension [Your extension number] is unavailable please leave your message after the tone. When done hang up or press the # key”.
If your extension has a name recorded for voicemail a caller would hear:
“[Your name] is unavailable please leave your message after the tone. When done hang up or press # key”.
If your extension has an unavailable message recorded for voicemail a caller would hear:
“[Your unavailable message], please leave your message after the tone. When done hang up or press # key”.
If your extension has a temporary message recorded for voicemail a caller would hear:
“[Your temporary message], please leave your message after the tone. When done hang up or press # key”.
Note!
When reaching a person’s voicemail prompt you may press 0 to reach an operator (personal operator if configured.)
Shortcut to Voicemail
To leave a voicemail for another user without ringing their phone, or to transfer a call directly to a voicemail, dial 6 plus the extension number. Press # to skip the persons voicemail greeting.
Internal VM Access
Access your mailbox by pressing the Messages / Msgs / MSG key or by dialing 1000.
Enter your password.
External VM Access
Typically a System Administrator would provide external access to the voicemail system via a hidden prompt in an auto-attendant Menu e.g. * or via a separate number to dial that just accesses the voice- mail system. Contact your System Administrator or Dealer for access details.
Personal Operator Feature
Pressing “0” when listening to a user’s outgoing mail box message will by default take the caller to the “System Default Operator”. This action is determined by your System Administrator. However, if you wish to setup a “Personal Operator” specific to your voice mail box, access the Business Voice Web Portal and the Individual Phone Settings for your phone. Select the Voicemail option. Select the “Personal Operator” option, which by default is set to “Use Location’s Default Operator”, and pick any defined destination, extension user or extension user voicemail box that you require. (See screen examples below). When you have made your selection, click Save Changes followed by Save Changes to PBX. Now when a caller presses “0” when listening to your outgoing voice mail box message they will be connected to your “Personal Operator” selection and not the “System Default Operator”.
You may also disable the option to press “0” when listening to a user’s outgoing mail box message. Simply select “None” when clicking the “Personal Operator” dropdown. Remember to click Save Changes followed by Save Changes to PBX.
Note: Your System Administrator can set up a personal Auto Attendant using this feature which could provide callers with a variety of options to reach you. Remember to change your voice mail box unavailable message to include the option for callers to press “0” when listening to your voicemail.
Saving Messages
Changing folders allows you to listen to old or previously stored messages. This function is rather like storing files in folders on your PC.
To save messages:
– Listen to a message
– Press 9 to save
– You will be prompted to select a folder to save the message
Select which folder:
0 New Messages
1 Old Messages
2 Work Messages
3 Family Messages
4 Archived Messages
# Cancel
Note!
The system automatically deletes messages that are more than 90 days old. If you wish to keep messages indefinitely save them in the Archived folder (4). Messages in the Archived folder are not automatically purged.