Voice Mail Instruction for University of Arkansas Campus Main Menu Setting Up Your Voice Mailbox Entering and Exiting the Voice Mail System Voice Mail.
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Voice Mail Instruction for Voice Mail Instruction for University of Arkansas CampusUniversity of Arkansas Campus
Main Menu
• Setting Up Your Voice Mailbox• Entering and Exiting the Voice Mail System• Voice Mail Action• Messages• Managing Your Mailbox• Personal Distribution Lists• Personal Assistance• Forwarding Calls to Voice Mail• Explaining the System to Your Callers• View all Slides
Setting Up Your Voice Mailbox
• Information You Need to Set Up Your Voice Mailbox
• Setting Up Your Voice Mailbox for the First Time
• Suggestions for Personal Greetings
Back to the Main Menu
Information You Need to Set Up Your Voice Mailbox
• The number for the UA Voice Mail System– 5-2929
• Your mailbox number– The last five digits of your UA phone number– Example 575-1234 = 51234
• The temporary security code– Obtained from System Administrator 575-2000
• A personal security code containing up to 10 digits.
Back to the previous menu
Setting Up Your Voice Mailboxfor the First Time
• From any touchtone phone, dial 575-2929.• Press #• Enter your mailbox number• Enter the temporary security codeAt this point, spoken instructions will direct you to:• Enter a new security code (up to 10 digits)• Press #• Enter new security code again to confirm• Record your name• Record your personal greeting
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Suggestions for Personal Greetings
• Keep them short and to the point.
• Update greetings regularly to fit current working status.
• Refer callers to another extension number, or if your mail box is programmed to do so, assign a personal assistant who callers can access by dialing “0”.
• Greetings should include:
– Name and department– Date– Information indicating when they can expect a response.– Suggestion for alternate contact for immediate assistance.
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Entering and Exiting the Voice Mail System
• Enter the Voice Mail System from your phone.
• Enter the Voice Mail System from Any Touchtone Phone
• Exiting the Voice Mail System
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Enter the Voice Mail System from Your Phone
• Call UA Voice Mail System: 5-2929• Press # • Press # again or enter your 5-digit mail box
number• Enter your personal security code• The system responds with “Ready” and prompts
you to – listen or send messages– change your personal greeting– perform other tasks
• If at any time during the message you need help, press “0”.
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Enter the Voice Mail System fromAny Touchtone Phone
Both on- and off-campus:
• Call the UA Voice Mail System– On-campus: 5-2929– Off-campus: 575-2929
• Press # (if calling from off-campus, press pound right after the system answers - it will give other instructions but # is necessary to enter your mailbox)
• Enter your mailbox number• Enter your personal security code• The system responds with “Ready” and provides
prompts• If at any time during the message you need help, press
“0”.
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Exiting the Voice Mail System
• Follow the exit process; don’t just hang up. If you do, you may have to wait to re-enter the system.
• Press “9” to exit.
• Listen for end-of-session prompts, or press “9” to finish and log off.
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Voice Mail Action
• Action Prompts for Voicemail• Recording a Voice Message• Addressing Options• Future Delivery• Requesting Future Delivery• Listening to Messages Marked for Future
Delivery• Sending a Quick Message
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Action Prompts for Voice Mail
Action KeyReply 1 + 7
Immediately call 1 + 4
Forward message 1 + 3
Back Up B or 2
Erase E or 3
Go Forward in Message G or 4
Listen to the Next Message L or 5
Message (Send) M or 6
Save S or 7
Time T or 8
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Recording a Voice Message
• Enter your mailbox• To record a message, press 6• To end recording, press #• Enter address
– You can send messages to up to 10 addresses • A mailbox on UA system• A personal distribution list
• Send the message, press #• To erase the message, press **
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Addressing Options
•Request a return receipt, press 1– Notifies you when recipient listens to the message– Press 8 to hear the time and date
•Sending to additional address, press 3•Mark as private, press 4•Future delivery, press 5•Erase message, press **
Select any combination after addressing and recording the message:
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Future Delivery
• You can schedule a message for future delivery up to one year after recording.
• Messages marked for future delivery are stored in your mailbox and can be reviewed or deleted any time prior to scheduled delivery date.
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Requesting Future Delivery
1. Enter mailbox2. Select send message, press 63. Record message; to end recording press #4. Enter address(es)5. Addressing Options, press #6. Select future delivery, press 57. The system will prompt you to enter the month,
day, am/pm, hour and minute. (2 digits)8. Confirm when prompted, press #9. Send message, press #
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Listening to Messages Marked for Future Delivery
• Select Future Delivery Messages, press 1, 9, 3 System will tell you the number of future
messages in your mailbox.
• Which one do you want to hear?• First message in queue, press 5• Next message, press 5• Previous message, press 1, 5• Erase, press 3
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Sending a Quick Message(without entering your mailbox)
• Call 575-2929 off campus or 5-2929 on campus
• Press *
• Enter recipient’s mailbox number
• Record message
• Press 9, 9 (or Hang up) – When a quick message is sent from your
extension, the recipient may hear your name at the beginning of the message.
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Messages
• Effective Messages• How do you know you have a voice mail messag
e?• Listening to Voice Messages• Saving Voice Messages• Erasing a Message• Responding to Messages• Good to know…• Manage the Number of Messages in Your Mailb
ox
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Effective Messages
• Identify topic at the beginning of the message
• Address only one or two topics per message
• State the key point early.
• Be brief. Rerecord if you think your message is too long or confusing.
• Keep content appropriate for business
• Talk face-to-face or write a memo if the topic is sensitive or complex
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How do you know you have a voice mail message?
• It depends on the model of telephone:
– Message-waiting indicator light– Stutter dial tone, or– Message waiting display arrow
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Listening to Voice Messages
• Enter mailbox
• Listen to messages by pressing 5.
• Messages are presented in separate queues:– New messages– Saved messages
• To hear the time and date a message was received, press 8.
• To cancel message review and return to “Ready”, press #.
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Saving Voice Messages
• The system erases messages by default, but only if you listen to the message in its entirety.
• Save a message by pressing 7 during or immediately after the message.
• If you forgot to press 7
– Return to the previous message by pressing 1, 5.– Listen to the beginning of the message, then press 7.
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Erasing a Message
• Our system erases messages by default upon exiting the system, which is done by pressing 9, 9 (9, 9 is also the correct way to log off the system).– Note: If you simply hang up the message will
not be erased.
• If you press 3 to mark a message for erasure, it will be deleted regardless of how you exit.
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Responding to Messages
• Replying with a voice message sent from the UAF system– Select Reply press
1, 7– Record Reply press #– When finished recording press #– Enter additional addresses press 3– Send the message press #
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Good to know…
• You can bypass a greeting and immediately start recording a message by pressing 8
• Once a message is sent, it cannot be retrieved.
• The “code to know” is 1, 6 - it lists all voice mail options.
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Manage the Number of Messages in Your Mailbox
• Maximum number of messages = 32.
• Includes received messages, saved messages, and future-delivery messages.
• New messages saved for 1 month.
• Saved messages are kept for 180 days.
• Avoid storing unnecessary messages.
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Managing your Mailbox
• Options
• Rerecording Your Name
• Changing Your Security Code
• Steps to Changing Your Security Code
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Options
• Enter your mailbox
• Press 1, 6
• Options explained to:
– Change security code
– Forward calls to a personal assistant– Personal distribution lists
– Listen to messages set for future delivery
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Rerecording Your Name
• The system plays your name to confirm mailbox when:– your greeting is not on– a user addresses a message to you
• Enter mailbox– Press 1, 6– Press 8– When finished, press #
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Changing Your Security Code
• Protect the privacy of information in your mailbox by frequently changing your personal security code.
• Choose a security code that is easy to remember but difficult to guess.
• Maximum length of security code is 10 digits; minimum is 6 digits.
• The new security code cannot be the same as your current or previous security code or be your mailbox number.
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Steps to Changing Your Security Code
• Enter your mailbox.
• Select mailbox options 1, 6
• Select 2
• Enter new security code
• Finished #
• Re-enter new security code
• When finished #
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Personal Distribution Lists
• Create a Personal Distribution List
• Review a Personal Distribution List
• Modify a Personal Distribution List
• Delete or Modify a Personal Distribution List
• Check the Status of Messages Sent
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Create a Personal Distribution List
• Enter mailbox• Select mailbox options 1, 6• Select personal distribution list6• Enter a two-digit number (01-09)• Record a name for the list• When finished recording #• Enter all addresses in the list• When finished entering #
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Review a Personal Distribution List
• Enter mailbox
• Select mailbox options 1, 6
• Select personal distribution list6
• Select review list 3
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Modify a Personal Distribution List
• Enter mailbox• Select mailbox options 1, 6• Select personal distribution list6• Select change name 4• Enter the two-digit list number• Record a new name• When finished recording, press #
You hear the name for confirmation when you address a message to the list number.
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Delete or Modify a Personal Distribution List
• Enter mailbox• Select mailbox options 1, 6• Select personal distribution list 6• Select delete list or entry 2• Enter the two digit list number• Enter
– mailbox number to delete, or– delete the entire list *
You hear the name for confirmation when you address a message to the list number.
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Check the Status of Messages Sent
Enter mailbox
• Select ‘check message sent’ 1, 2
• Enter designated recipient’s mailbox number
To find out if your designated recipients have listened to messages you sent:
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Personal Assistance
• Forwarding Calls to a Personal Assistant
• Personal Assistance…Turn it ON
• Personal Assistance…Turn if OFF
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Forwarding Calls to a Personal Assistant
• The UA voice mail system can transfer your calls to a personal assistant by pressing 0 when the system prompts them to leave a message.
• Caller hears a message when the personal assistant is not available and has an option to leave a message in your mailbox, dial another extension or dial 0 for the operator.
• Be sure to provide your personal assistant with the information needed to assist your callers.
• Turn off personal assistance when your assistant is not available.
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Personal Assistance….Turn it ON
• Enter mailbox
• Select mailbox options 1, 6
• Select personal assistance 5
– the system will state the mailbox number of currently defined assistant
• Enter the mailbox number of your personal assistant.
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(Note: The System Administrator (575-2000) must first program your mail box to accept a Personal Assistant)
Personal Assistance….Turn it OFF
• Enter mailbox
• Select mailbox options 1, 6
• Select personal assistance 5
• Remove personal assistance number *
Back to the previous menu
Forwarding Calls to Voice Mail
• Forward calls to voice mail by pressing #,1 5-2929.
• To remove call forwarding to voice mail, press #, 5.
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Explaining the System to Your callers
• Callers may skip your greeting and immediately leave a message by pressing *.
• When callers have recorded a message, they may hang up or press * for more options:
– Rerecord the message *
– Send the message #
Back to the Main Menu
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