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Voicemail

• Voicemail Code of Good Practice
• Instructions for using the University's Voicemail system
  • To set up a mailbox for the first time
  • To access your messages
  • To change your personal greeting
  • To change your security code
  • Accessing your mailbox from another extension
  • Accessing your mailbox from outside the University or from a mobile phone

Voicemail Code of Good Practice

Voice messaging gives you the ability to communicate effectively with colleagues, providing a more efficient way of working when used correctly and to its full potential. Users are reminded that all callers to your telephone (internal and external) on no reply or busy, will hear your personal greeting. This gives the caller not only an impression of you and your department, but also the University. It is important to use the system correctly and not as a tool to avoid answering the telephone. Following the recommended guidelines will ensure that your voicemail is used to its best advantage.

• Change your personal greeting frequently, daily if necessary, to correspond with changes in work patterns or absences. e.g. staff training, meetings, holidays; making sure your greeting reflects the reason for your absence. If you are away on business or in an all day meeting, your callers will know you're not ignoring them.
• Check your Voicemail daily and respond promptly to enquiries - do not ignore messages.
• Do not use the divert option to avoid answering your telephone.
• Listen to your greeting after recording. Identify yourself making sure your greeting is clear and concise. Are you giving the caller a professional image of the University?
• Offer an alternative way of contacting you or someone else if the matter is urgent. You could advise callers to ring a general office or enquiries line. If you offer an alternative number for callers to dial, please ensure the recipient of these calls is available to answer your calls and that they are able to assist the callers with their enquiries.
• Delete all un-needed messages in your mailbox as soon as possible.

Instructions for using the University's Voicemail system

To set up a mailbox for the first time

As a new user you will have to set up the mailbox, i.e change the security code (any length from 6 to 15 digits), record your name and record a personal greeting. If you write these down it will make it easier when you come to set them up.

1. From your extension dial 6666.
2. Enter the default security code which is 000000.
3. Listen to the automated instructions.
4. Enter a new security code followed by the # key.
5. Record your name (Press 2 to start recording press 2 again to stop recording).
6. Record your personal greeting (Press 2 to start recording press 2 again to stop recording).

You have now successfully set up your Voicemail.

To access your messages

You can tell if someone has left a message by the following: on an analogue telephone when you lift the receiver you will hear a broken dial tone; on a digital telephone (one with a display) the MEW (message waiting) light will be flashing.

Listening to new messages

1. Dial 6666.
2. Enter your security code.
3. Press 1 to listen to new messages.

If at any time whilst listening to a message you wish to pause it, just press 1 then 1 again to continue listening. If you press 0 then 0 again at any time whilst listening to a message it will give you the date and time stamp and user information of the message.

Once you have listened to the message you will be given several options:

• Delete the message (press 4).
• Save the message (press 5).
• Replay the message (press 6).

Listening to saved messages

Follow the instructions for 'Listening to new messages' above, but instead of pressing 1, press 5 to listen to the saved message.

To change your personal greeting

• Dial 6666.
• Enter your security code.
• Press 3 to access the Phone Manager.
• Press 1 for personal options.
• Press 3 to record a personal greeting.
• Press 2 to access your standard greeting. Your existing greeting to will be played to you. Follow the prompts to record a new greeting.
• Press 2 to start recording your message.
• Press 2 again to stop recording.
• Press 6 to review your recording.
• Press 4 to delete your recording.
• Press 5 to save your recording.

To change your security code

• Dial 6666.
• Enter your security code.
• Press 3 to access the Phone Manager.
• Press 1 for personal options.
• Press 4 to change your security code.
• Enter a new security code followed by the # key.

Please note that if you forget your security code you will need to contact ICT Servicedesk, who will be able to reset the code for you.

Accessing your mailbox from another extension

• Dial 6666.
• Press * then the # key.
• Enter your mailbox number (this is your extension number).
• Enter your security code.

Accessing your mailbox from outside the University or from a mobile phone

• Dial (01274) 236666.
• Press the # key.
• Enter your mailbox number (this is your extension number).
• Enter your security code.

If you need help with other Voicemail options, please contact ICT Servicedesk.

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