Phone and voicemail
This information is available in PDF format at Technology guides.
Setup your phone to receive messages
Voicemail cheat sheet
Codes to control use of phone
Setup your phone to receive messages
Preparing for the Tutorial There is a step by step tutorial on the voicemail system to set up your mailbox. The tutorial will instruct you on setting up your passcode, recording your greeting, and establishing a name for your mailbox.
Prior to accessing the tutorial, please consider the following:
1. Select a 6 digit passcode that is relatively simple to remember.
2. Prepare a greeting for your callers. For example:
“This is (name) speaking. I am not available to answer your call at this time. Please leave a detailed message and I will call back when I return. If you require personal attention, please dial 0. Thank you.”
3. You must record your name for your mailbox. The system will play your name when you enter the mailbox or when you send a message to another user.
4. Select a quiet time to record your greeting. The system is very sensitive and will pick up all the background noise.
5. There are also conditional greetings that may be used to advise the caller whether you are busy on another call or away from your office. These conditional greetings need to be recorded and enabled.
Once you have completed the tutorial, your mailbox is activated and messages can be retrieved.
Accessing the Tutorial
1. Dial 8* if you do not share a local.
OR
If you do share a local, dial 4500 or 2800. When you hear the greeting start, dial * plus your voicemail box number. Any mailbox that starts with an 8 or 9 is attached to a shared local.
2. Enter your tutorial passcode, 123456, when prompted. This passcode will not be used again once you have completed the tutorial.
Message Notification
You will be notified of messages in your mailbox with either a flashing message light on your telephone or with a stutter dial tone.
Retrieving Messages On Campus
If you travel between campuses, your messages can be retrieved from any phone on any campus by following the instructions for a shared local.
1. Dial 4500 or 2800. When you hear the greeting start, dial * plus your voicemail box number.
2. Enter your passcode.
3. The prompt will ask you to press P to Play the first message. Once you have listened to the message, you have a choice of options:
D to Delete
K to Keep
G to record additional comments and Give the message to another user
A to record an Answer
4. Kept messages will be saved for 7 days and will not activate the message light on your phone.
New messages that have not been played will be saved for 14 days before being deleted.
5. Press X to eXit the system.
Retrieving Messages Off Campus 1. Dial 604-854-4500 (Abbotsford) or 604-795-2800 (Chilliwack)
2. When you hear the greeting start, dial * plus your mailbox number. When prompted, enter your passcode.
Changing Your Name, Greetings, or Passcode
You can change your name, greetings, or passcode at any time. After entering your mailbox, press U for User Options. Press the appropriate button to update your Name, Greeting, or Passcode.
Summer Voicemail Greetings Summer is the time of year when many of us are out of the office for extended periods of time. Before you leave, please change your voicemail greeting to inform callers of your absence.
To change your greetings, go into your mailbox and press U for the User Options Menu. Once in the User Options Menu, press G for the Greetings menu.
Listen to the options and press 7 to change your primary greeting.
The extended absence greeting can also be used; however, extended absence greetings prevent callers from leaving a message in your mailbox while it is enabled. Do not use the extended absence greeting if you want callers to leave messages while you are away. Use either the primary greeting or the Conditional No Answer greeting instead.
Messages that have never been accessed are automatically deleted from the system after 14 days and are not recoverable. If you are going to be away from your office for more than 2 weeks, please include information in your greeting stating the length of time you will be away and suggest an alternative person to contact.
Voicemail cheat sheetPlay a Message Play again (7)
Give (4)
Keep (5)
Discard (3)
* OOPS Key to retrieve discarded messages - this only works if you have not pressed any other keys before you do this
Answer (2)
(only if made in another MB. If shared it must go to MB no.)
Make (6)
X - exit (9)
* - back 5 seconds
# - forward 5 seconds
(keep pressing to get to end of message)
1 - pause
8* - to oldest msg
8# - to newest msg
T - top of next msg (8)
(Skip msg)
User options - (8)
--------------------------------------------------------------------------------
Make a Message Review (7)
Discard & Rerecord (3)
Append (2)
Messaging Addressing Options: (6)
Confidential (2)
Future Delivery (3)
Request Receipt (7 - 7)
Urgent (8)
X Exit Message Addressing Options (9)
X - exit to Main Menu (9)
# - to record
1 - pause for 30 seconds
* - to resume recording
--------------------------------------------------------------------------------
User Options
Greeting (4)
Name (6)
Passcode (7)
List (5)
Add (2)
Drop (3)
Record (7)
Play (7)
X - Exit (9)
Tutorial (8)
X - exit (9)
--------------------------------------------------------------------------------
Notes Log in:
1. At your ext
8* (if you do not share a local)
2. From another ext. or if you share a local
4500 or 2800. When you hear the greeting start, dial * plus your mailbox number
3. Off campus
Abby: 854-4500 * + MB#
Chwk: 795-2800 * + MB#
Use the 1key to bypass the greeting of the mailbox you are calling
Greeting: 1 min
MSG length 5 min
Max messages 20
Played messages: 7 days
New messages: 14 days
Extended absence greetings do not allow callers to leave a message.
Codes to control use of phone
Use the following are codes on your telephone to control the use of your phone. The most popular is call forwarding that allows your phone to ring to another line for pickup when you are out of office. Hit the activation code and the appropriate local to setup. Test the change. Remember to clear the code when you return.
|
Feature |
Condition |
Activate |
Clear |
| Account Code |
|
*33 |
|
| Callback |
set up |
7 |
|
| Callback |
cancel |
#6 |
|
| Callback |
cancel individual |
#1 |
|
| Call forwarding - busy |
external source |
*61 |
#61 |
| |
external & internal |
*62 |
#62 |
| |
internal source |
*63 |
#63 |
| Call forwarding |
always |
*64 |
#64 |
| |
I am here |
*65 |
#65 |
| Call forwarding - no answer |
external souce |
*66 |
#66 |
| |
external & internal |
*67 |
#67 |
| |
internal source |
*68 |
#68 |
| Cancel all forwarding |
|
|
#78 |
| Call hold |
|
*51 |
|
| |
retrieve |
*52 |
|
| |
remote retrieve |
*53 |
|
| Call park |
remote retrieve |
*54 |
|
| Call pickup |
dialed |
*71 |
|
| |
directed |
*72 |
|
| Do not disturb |
|
*57 |
#57 |
| |
remote |
*58 |
#58 |
