USER`S MANUAL - University of Colorado Boulder
Contents
1. Your Voice Mail Mailbox m will guide you through a series of choices via Voice Prompts oral menus m is protected by a confidential and changeable password m holds up to 10 minutes of greeting and messages maximum length of any single greeting or message is 2 minutes m will signal when a message has arrived by illuminating the message lamp on your phone m holds messages in two parts header who the message is to or from and when it was sent and body the text of the message Voice Mail has two powerful applications to assist you Answering Machine Simulation Callers are greeted and invited to leave a message or to press 0 to be transferred to another phone in your office Other choices of mode are m Bulletin Board callers are greeted but not invited to leave a message and m Automated Attendant callers are invited to be redirected to another extension from a menu of choices Create and Edit You can create address and schedule delivery of messages to other Boulder campus Voice Mail subscribers Common COMMANDS Enter Approve Skip to Next Message Return to Previous Menu Help D Delete Undelete Replay Recording Address by Name or Personal Directory Alias Address by List Transfer Out of Voice Mail EJ Restart Return to Main Menu CE Relog in Return to Log in Prompt Wait Pause Increase Volume Decrease Volume Increase Speed Decrease Speed Rewind Message 4 sec increments feito fo fe SEI A2. 00 p m Summer after 4 30 p m Third create your greetings press 1 and activateeach as appropriate Scan Personal Greetings Listen to Greeting Skip to Next Greeting Activate Greeting Press 2 Press 0 Activate Personal Greeting Enter Greeting Number 1 9 Activate System Greeting Administer Call Types Press E Press Press Busy No Answer Use Out of Hours Criteria Press Remove Out of Hours Criteria Press Use Same Greeting for All Call pros Types Use Origin of Call Criteria Internal E xternal Use Condition of Phone Criteria SEE COMMON COMMANDS ON PAGE THREE 7 Note n order to be sensitiveto busy conditions your call must beredirected to VoiceMail through Call Coveragewhen busy Press 4 Scan Outgoing Mailbox Determine the status of and listen to messages you have previously created Press Skip to Next Message Skip to Next Category Press Listen to Message Press o Modify and or Re send Press 1 Message Press D Delete Message Outgoing messages are retrieved in the following order Message Type Definition Retention Time Delivered Messages Successfully delivered 5 Days Accessed Messages Successfully delivered 5 Days and already accessed by addressee Undeliverable Messages Not yet successfully N A delivered Undeliverable Messages Cannotbe 5 Days delivered delivered File Cabinet Messages File
3. Listen to Message Skip to Next Message Skip to Next Category Press Press EE Press 0 Mail Beginning Delete Message Forward with Comment at Create New Message Respond to or Forward Press vr Message Y Respond to Sender Call Press o Respond to Sender by Voice Press Press 2 Forward with Comment at End Press 3 Press 4 Press D SEE COMMON COMMANDS ON PAGE THREE 11 nd Does THE AuTo SCAN FEATURE ALSO AUTOMATICALLY DELETE MY MESSAGES TOO No Whilethe hands free nature of this feature makes it a very attractive option for retrieving messages the cost of not de eting messages could bea full mailbox Notice that you have all of the same deleting listening and forwarding options as you do when retrieving messages through the Scan Incoming Mailbox feature Main Manu choice 2 The only difference is that this option_does not require you to do something between each message PERSONAL GREETING LOG Number Purpose Script l PERSONAL DIRECTORY RECORD Voice Mail Extension Name Alias 1 MAILING List RECORD Owner List I D Voice Mail Extension Name Department NOTES NOTES
4. Incoming Mailbox Scann allthe messages in your mailbox one after the other without further intervention from you The following pages contain more detailed information about Main Menu options Press Create a Message Create address and select delivery options Approve Message Press Edit Message Press Address Message By Extension Enter Extension By Name or Personal Directory Alias Press Enter Last Name By Mailing List Press Enter List ID Approve Address Press Send Message Press 4 Select Delivery Options Press o Make Private Message cannot be fowarded Make Priority Message will be ordered first in addressee s mailbox Schedule Delivery Can be scheduled up to a year in advance File a Copy Save a copy in your Outgoing Mailbox Press Press Press Press SEE Common COMMANDS ON PAGE THREE 5 ADDRESSING OPTIONS ByExtension Enter the5 digit extension s After each extension you will beasked to press thepound button ByNameor Personal DirectoryAlias Enter A andthe user s lastnameor personal directory alias through the keypad of the td ephone Note Q and Z are not on many keypads For Q press 7 for Z press 9 ByMailingList After entering L beprepared to enter the5 digit extension of the owner of this list To createa mailing list see Subscriber Options on page9 ta um INCOMING MESSAGES WILL BE
5. RETRIEVED IN THE FOLLOWING CATEGORY ORDER a Old Messages whose headers and bodies havebeen listened to will beretained for 15 days m Unopened Messages whose headers but not bodies havebeen listened to will be retained for 15 days New Messages which havenot yet been listened to will be retained for 30 days Press Scan Incomin Listen to respond to and Skip to Next Message Skip to Next Category Listen to Message A Respond to or Forward Message Mailbox lete messages press press press 0 of Mail Respond to Sender by Voice Forward with Comment Create New Message Respond to Sender Call Press Press Press Press o Delete Message 6 SEE COMMON COMMANDS ON PAGE THREE Press EB Press Personal Greetings Create change and activate personal greetings Press o Press dl Press Press Press Bis Press lo Press Listen to Personal Greeting Create or Change Greeting Approve Message CAN HAVE MORE THAN ONE GREETING ACTIVE AT ATIME Edit Message Yes as many as three greetings can beactive simultaneously First usetheAdmini ster Call Types se ecti on press 4 to make your mail box sensitiveto either theorigin of the call internal or external or the condition of your phone busy no answer Second choosewhether to alsomakeyour mail box sensitiveto out of hours situations F all Spring after 5
6. UNIVERSITY OF COLORADO AT BOULDER Voice Mail Users MANUAL INFORMATION TECHNOLOGY SERVICES ITS TABLE OF CONTENTS VOICE MAIL SYSTEM OVERVIEW concisa 2 COMMON COMMANDS ana 3 GETTING STARTED ein EE EEE 4 Create a Message ee 5 2 Scan Incoming Mailbox 6 3 Personal Greetings 004 eee 7 4 Scan Outgoing Mailbox 8 5 Subscriber Options 9 6 Outcalling Know When You Have Messages 10 7 Auto Scan Incoming Mailbox nennen 11 PERSONAL GREETING LOG comcionnnrerrres 12 PERSONAL DIRECTORY RECORD 13 MAILING LIST RECORD u a 14 NOTES seria dada aaa 15 Edited and maintained by ITS Publications and Web Management Tier 1 Design P roduction by Publications and Creatuve Services Illustrations by Elizabeth C Johnston te Fm e Voice MAIL HELP IS AVAILABLE FROM m a Custome Servi ce Representative at 5 HELP m our regularly scheduled training classes at www colorado edu workshops Voice MAIL SYSTEM OVERVIEW The CU Boulder campus is served by two Voice Mail systems See below to determine which number you should use to reach the system that serves your telephone 2 6244 492 6244 from outside is used by m all subscribers located at or east of the Math Sciences Library m Bulletin Boards and Automated Attendants m All residential subscribers 786 extensions 2 6245 492 6245 from outside is used by m all other subscribers
7. a subscriber Each alias can beup to 6 digits in length Press 6 Outcalling Know When You Have Messages Select if when and where the Voice Mail System will call you when new messages are delivered to your mailbox To Hear Outcalling Options Press o DiD YOU KNOW Change Outcalling Number Press m Theoutcalling feature will begin to call you oes Change Outcalling Schedule Press an minutes after the delivery of a new message and will 1 repeat th call Call Anytime Press every 30 minutes thereafter until Call Between 8 00 a m and Press 2 you retrievethe 5 00 p m message or acknowledge the Create Custom Schedule Press 3 notification by a en Listen to Scheduling Press 4 m Your outcalling Restrictions number can beup to 29 digits in length A 1 5 second pause can beincluded by Listen to Detailed Instructions Press 3 inserting a star about Changing Your A pauseis considered to be a digit Outcalling Phone Number Turn Outcalling On Press For All Messages Press For Priority Messages Only Press 2 Turn Outcalling Off Press n 10 See Common COMMANDS ON PAGE THREE Press Auto Scan Incoming Mailbox Scan all of the messages in your mailbox one after the other without further intervention from you Scan Headers and Messages Scan Message Headers Only Scan Message Only Press o Press 2 j Press 3 f
8. d in the creation 20 Days process 8 SEE COMMON COMMANDS ON PAGE THREE Press Subscriber Options Administer mailing lists and personal directory change yor log in password and re record your subscriber name Administer Mailing Lists Press Create a Mailing List Press Scan Mailing Lists Press 2 Review and Modify a Mailing Press 3 List Administer Personal Directory Press 2 Add Entries Press Review All Entries Press 2 Review Specific Entries Press 3 Specify Fax Preferences Press 3 Change Default Fax Press Change Password Press 4 Approve Password Press Record Name Press 5 Stop Recording Press Approve Recording Press Administer Media Preferences Press for sorting incoming messages SEE Common COMMANDS ON PAGE THREE 9 sk WHAT IS A MAILING LIST a mailing list is a list of Voice Mail Subscribers extensions to which you would like an identical message delivered A list can be created as private or public and can contain as many as 250 reci pients You can create up to 10 mailing lists with a total number of recipients of 500 You will identify each list with a name between land 6 digitsin length WHaTIS A PERSONAL DIRECTORY Your personal directory is a list of up to 25 subscribers for whom you can create an easy to remember alias to be use with the A function when identifying
9. dvance Message 4 sec increments Common COMMANDS Thislist contains standard commands which areused anywherein Voice Mail Unddetewill recover a deleted message but the U must be entered immediate y after entering D to deletea message New PassworD REQUIREMENTS 1 New and reset subscriber mail boxes havetheir passwords set to 1 followed by 2 All new and reset passwords will requirethat customers set their own password 3 ITS cannot identify existing passwords for customers GETTING STARTED Call Voice Mail 2 6244 or 2 6245 see page 2 to determine which number you should use Enter your Personal 5 Digit Extension Enter your Password The Main Menu consists of seven options although only three are in the initial Voice Prompts To hear all seven options press Help Create a Message Create address and select delivery options for messages Scan Incoming Mailbox Listen to respond to and delete messages Personal Greetings Create change and activate personal greetings Determine the status of and listen to messages you have previously created Scan Outgoing Mailbox Subscriber Options Administer mailing lists and personal directory change your log in password and re record your subscriber name 6 Outcalling Know When You Have Messages Select if when and where the VoiceMail System will call you when new messages are delivered to your mailbox Auto Scan
Download Pdf Manuals
Related Search