Telecom

Voice Mail Instructions

Download full PDF documents, or follow the quick links below.

Not all features list in the downloads are available here at Evergreen (eg: email access, fax, remote notification).

4 page quick reference guide (PDF)

Wallet guide (PDF)

The access number for the voicemail system is:

(360-867) x6480 (Olympia)

(253-680) x3080 (Tacoma)

Quick Links

Help
Introduction to Voice Messaging
Logging In
Autologin
Changing Your Password
Recording Your Name (Personal Verification)
Recording External, Internal, and Temporary
Playing Your Messages
Replying to Messages
Calling the Sender
Forwarding Messages
Assigning a Custom Operator
Express Messaging
Name Addressing
Composing Messages
Composing Messages to Other Sites
Checking and Editing Your Messages
Distribution Lists
Tagging Messages

Welcome to Voice Messaging

Voice Messaging is an electronic voice messaging system that gives you a convenient and dependable way to communicate with people both inside and outside your organization. Voice Messaging answers your calls when you are on or away from your phone, and also allows you to:

  • compose, edit, and send messages
  •  forward and reply to messages
  • create personalized lists for sending messages
  • dial by name instead of by mailbox number
  • set a date and time for message delivery
  • set up remote notification schedules

Voice Messaging gives you confidence that all your incoming and outgoing messages will be handled pleasantly and efficiently.

Help

You can get help at any time while using Voice Messaging. The help is context-sensitive. This means that when you press the help key, you are told which commands are available for that feature.

To get help while using Voice Messaging, press:

* General help
7 * Message command help
8 * Mailbox command help

Introduction to Voice Messaging

How to use this guide

This guide explains how to use Voice Messaging. Familiarize yourself with the frequently used procedures such as logging in, playing your messages, and recording your greetings. Then explore the many convenient features available with Voice Messaging.

In this guide, each section contains a brief explanation, followed by numbered steps telling you what to do. The results of steps you take are shown on the right in italic text, with system responses in quotation marks.

Mailbox

Your electronic mail box receives your calls and stores your messages, and also stores your password and recorded greetings. When you log in to Voice Messaging, you are accessing your mailbox so that you can use the features described in this guide. Your system administrator will assign you a mailbox number.

Password

Your personally assigned password provides security for your mailbox and its contents. All your interaction with Voice Messaging is private and confidential; no one else has access to your mailbox. When you enter your password, the numbers do not show on the telephone display.

Trivial passwords (eg: 1234, 2222, etc., your extension, previously used passwords, certain keypad patterns) will be rejected by the system.

Prompts

Voice Messaging guides you with audible prompts at each step. The prompts tells you what to do next, or what options are available, so that you don't have to remember every step. You can interrupt a prompt by pressing the key for the next step.

Access numbers

You activate a Voice Messaging feature by dialing its access number. These numbers are provided by your system administrator and should be posted near your phone.

Features

If you want to use a feature described in this guide but you cannot activate it, check with your system administrator. Either your organization did not acquire that feature, or it may be available but not activated at your mailbox.

Message waiting indication

Voice Messaging has message waiting indication (MWI) that notifies you when you receive a new message. The message waiting indicator on your phone lights up or flashes, or you hear a special dial tone when you pick up the handset.

Associated functions

Voice form and voice menu services may be available. The capability to back up and restore messages and personal distribution lists may also be available. Check with your system administrator.

top

Logging In

Logging in means accessing your mailbox in the Voice Messaging system so that you can play your messages and use all the other Voice Messaging features. You can log in from any touch tone phone.

To log in from your own phone

  1. Dial the Voice Messaging access number. (You can to access Voice Messaging by pressing the Message key on your digital phone.) You hear a prompt asking you to enter your mailbox number.
  2. Press #. "Password?"
  3. Enter your password, then press #. You see dashes instead of your password. Then you hear the mailbox summary.

To log in from another phone

When you are away from your own phone, you can access your mailbox from any other touch tone phone.

  1. Dial the Voice Messaging access number. You hear a prompt asking you to enter your mailbox number.
  2. Enter your mailbox number, then press #. "Password?"
  3. Enter your password, then press #. You see dashes instead of your password. Then you hear the mailbox summary.

To log in after leaving a message

After you have called a Voice Messaging user and left a message, you can log in to Voice Messaging without hanging up.

  1. After you have finished leaving your message, press #. "Recording stopped." You are still connected to Voice Messaging.
  2. Press 81. "Message left. Mailbox?"
  3. Follow the steps for logging in.

Autologin

Autologin is an option available on some mailboxes. Call your system administrators to inquire if this feature is available for your extension.

Richard Schneider: 6417

Auto login bypasses the password requirement when calling the voicemail system from your own phone. The system recognizes your extension number and passes you directly to the menus. CAUTION: anyone using your phone will have unrestricted access to your voicemail. If another party wants to use your phone to check their voicemail, they will get into your mailbox.

Autologin is a two step process. First the feature must be turned on by a system administrator (by default it is disabled), and you must enable/disable it on your phone.

  1. Dial 6480 and access your voice mailbox.
  2. Press 8-0-4 to toggle on and off

Changing Your Password

For security reasons, you should change your password from the one you were first assigned. The system generally forces you do do that when you have a new mailbox, or have your password reset by the system administrators. After that, you can change your password as often as required. Help keep your mailbox secure by choosing passwords that are not easily discovered.

Trivial passwords (eg: 1234, 2222, etc., your extension, previously used passwords, certain keypad patterns) will be rejected by the system.

To change your password

  1. While logged in to Voice Messaging, press 84. "Password change. Please enter your new password, followed by number sign."
  2. Enter a new password; press #. Your password may be from 4 to 16 numbers or letters, except the # key or * key. It cannot be trivial (eg: 1234, 2222, etc., your extension, previously used passwords, certain keypad patterns), as the voicemail system will refuse it.
    "Please enter your new password again, followed by number sign." You see dashes instead of numbers if you have a display phone.
  3. Enter the new password again, then press #. "To confirm the change, please enter your old password, followed by number sign."
  4. Enter your old password, then press #. "Your password has been changed."

If your password expires, follow the steps for changing a password.

Recording Your Name (Personal Verification)

Personal verification records your name and other details such as your title or extension number. Your personal verification is used in your greetings and outgoing messages, in name dialing, and in remote notification announcements.

To record a personal verification

  1. While logged in to Voice Messaging, press 82 (Greeting choices), then 9 (Personal Verification) . "The personal verification is (name)." Or, "There is no name for personal verification of mailbox (number)."
  2. Press 5 to record. Wait for the tone, then record your name and, if you wish, your title or extension number. Recording begins.
  3. Press # to end the recording. "The personal verification is (name)."
  4. When you have finished recording, you can play your name and rerecord it if you wish.

* To play your name, press 2. The recorded name plays.
* To rerecord, press 5 to record while at the beginning of your name. Record your name and press # to end the recording. The new recorded name will replace the old one.

Recording External, Internal, and Temporary

Callers from outside your organization hear your external greeting; callers within your organization hear your internal greeting. All callers hear your temporary absence greeting if you record one.

To record your greeting

  1. While logged in to Voice Messaging, press 82. "For your external greeting, press 1. For your internal greeting, press 2. For your temporary greeting, press 3."
  2. Press 1 for external greeting, 2 for internal greeting, or 3 for temporary greeting.
  3. If you want to hear the current greeting, press 2.
    The current greeting plays.

  4. Press 5 to record. Wait for the tone before you start to speak. Recording begins.
  5. Press # to end the recording. "Recording stopped."
  6. When you have finished recording, you can play the greeting, rerecord it, delete it, set the expiry date for a temporary greeting, or exit. "To play the greeting, press 2. To rerecord it, press 5. To set the expiry date, press 9. To exit, press 4." (Expiry date is for temporary greetings only.)
  • To play the greeting you recorded, press 2. The new greeting plays.
  • To rerecord the greeting, press 5 while at the beginning of the greeting. Record the new greeting and press # to end the recording. The new recording will erase the old one from the place where you started to rerecord.
  • To delete one of your greetings, press 76 at the greeting. (You cannot delete the standard system greeting.) If you delete your external greeting, your callers hear the standard system greeting. If you delete your internal greeting, your callers hear the external greeting or the system greeting. If you delete your temporary greeting, callers hear the external, internal, or system greeting.
  • To set the expiry date for your temporary greeting, press 9. Enter the month, day, and time, pressing # after each entry. For the current month or day, press # only. For the standard expiry time of 12:01 a.m. with any future date, press # for time. Pressing # # # sets "no expiry." If you do not set an expiry date, or if you press # for all three settings, your temporary greeting will remain in effect until you delete it.
  • To exit, press 4. You return to your messages.

Playing Your Messages

Your phone may have a message-waiting light to indicate new messages, or you may hear a special dial tone when you pick up the handset. When you play your messages, new messages play first, followed by previously played messages.

To play your messages

  1. After logging in, listen to the mailbox summary. You hear the number of new messages you have, and if any of them are urgent.
  2. Listen to the first message envelope, or go to Step 3. (If you have the Autoplay feature, your messages will play automatically.) You hear the sender's name, with the date and time of the message.
  3. Press 2 to play the message. While the message or its envelope is playing, you can perform these functions: The message plays.
  • To skip back, press 1. Message playback moves back 5 seconds.
  • To skip forward, press 3. Message playback moves ahead 5 seconds.
  • To play the message faster, press 23; to play the message slower, press 21. If you delay pressing 1 or 3 longer than 1 1/2 seconds, you skip back or forward instead of changing speed. You can increase the message speed to the maximum, then decrease it to normal speed. You cannot play a message slower than normal speed.
  • To pause, press #; to continue, press 2. Message playback stops. Message playback resumes.
  • To go to the next message, press 6. The next message plays.
  • To go to the previous message, press 4. The previous message plays.
  • To play the message envelope, press 72. The message envelope plays.
  • To go to a specific message, press 86, (message number), and #. The specified message plays.
  • To delete a message, press 76. You can restore a deleted message (within the current session only) by pressing 76 again. Your played messages may be automatically deleted on a schedule set by your Voice Messaging system. Ask your system administrator about backing up and restoring messages.

top

Replying to Messages

You can record a reply to a message sender, and send your reply to all the other recipients of the message, if they are known to Voice Messaging.

To reply to the sender

  1. After listening to the message, press 71 to reply to the sender. "Reply to (sender's mailbox number or name)." Voice Messaging automatically addresses your reply to the sender.
  2. When you are ready, press 5 to record your reply. Wait for the tone, then begin recording. Recording begins.
  3. When you have finished recording, press #. "Recording stopped."
    To edit or tag your reply, see "Checking and editing your messages" and "Tagging messages."
  4. To send the message, press 79. "Message sent."

To send a reply to all recipients

  1. If you want to play the list of recipients to whom your reply will be sent, press 72. You hear the contents of the message envelope, containing the list of recipients.
  2. Press 74 to reply to all recipients. "Reply all. To (sender's mailbox number or name)." Voice Messaging automatically addresses your reply to all recipients.
  3. To record and send your reply, repeat steps 2 to 4 above.

Calling the Sender

After listening to a message, you can automatically place a call to the sender of the message, if the sender is known to Voice Messaging.

To call the sender

  1. After listening to the message, press 9 to call the sender. "Calling (sender's extension number or name).
  2. Speak to the sender or leave a message.
  3. When you have finished your call, hang up.

top

Forwarding Messages

You can forward a message to another mailbox, to a distribution list, or to a person with no voice mail (a nonuser). You can also record an introduction to the original message.

To forward a message

  1. After hearing the message, press 73 to forward. "Forwarding message (number). Enter a list of mailboxes."
  2. Enter the mailbox number, phone number, or distribution list to which you want to forward the message, then press #. Repeat this step for any other mailbox numbers, phone numbers, or distribution lists. End by pressing #. You hear the name or mailbox number, or both, or the distribution list number.
  3. To record an introduction, press 5, wait for the tone, then speak. End the recording by pressing #. Recording begins. "Recording stopped." To edit or tag your reply, see "Checking and editing your messages" and "Tagging messages."
  4. To send the message, press 79. "Message sent."

Assigning a Custom Operator ("revert")

You can set up your mailbox to connect callers to another number. This allows you to offer your callers the option of leaving a message or speaking to one of your assistants of colleagues.

To assign a custom operator

In your greeting you can tell callers to press zero after the tone if they wish to speak to someone in your absence.

  1. While logged in to Voice Messaging, press 80 for mailbox options. "Mailbox options."
  2. Press 1 to change the number. A prompt tells you the current custom operator number.
  3. Enter the new custom operator number, then press #. "The operator assistance number has been changed to (number)."

Express Messaging

Express messaging is a fast method of leaving a message in another Voice Messaging mailbox without logging in to your own mailbox to compose and send the message.

To send an express message

  1. Dial the express messaging access number. "Express messaging. To mailbox?"
  2. Enter the mailbox number of the person for whom you are leaving the message, then press #. "(Name or mailbox number.) Please leave a message after the tone."
    To use a name instead of a mailbox number, see "Name addressing" on this page.
  3. Wait for the tone, the record.
    To edit or tag your message, see "Checking and editing your messages" and "Tagging messages."
  4. Hang up.

Name Addressing

You can use name addressing for addressing a message, for creating a distribution list, or for express messaging, by spelling the name on your telephone keypad.

To address by name while ON CAMPUS

  1. When Voice Messaging prompts you for a mailbox number, enter the name addressing prefix, which 11, them immediatly spell the last name. For Q, press 7; for Z, press 9. For example, to reach the last name "Quinn," dial 1178466. (11=prefix 78466=Quinn) You can stop spelling as soon as the system announces a match. "Name found: (name)."

If you don't know the complete name, enter the first few letters, then press #. If you entered a partial name, the system lets you select from a list of possible matches for the name.

To address by name while OFF CAMPUS

  1. Dial 867-6000, option 2.
  2. When Voice Messaging prompts you for a name, immediatly spell the last name. For Q, press 7; for Z, press 9. For example, to reach the last name "Quinn," dial 78466. You can stop spelling as soon as the system announces a match. "Name found: (name)."

Composing Messages

You can compose a message to one or more people or distribution lists, then edit the message if necessary, and send it when you are ready. You address your message before recording it.

To address and send a message

  1. While logged in to voice Messaging, press 75 to compose a message. "Compose. Enter a list of mailboxes."
  2. Enter the first address (mailbox number, name address, distribution list number, network user, open network user, or nonuser number), then press #. "(Name or mailbox/list/phone number)."
  3. Continue to enter numbers followed by # until you have finished, then press # again. "To begin recording, press 5. To end recording, press number sign."
    To use a name address instead of a mailbox number, see "Name addressing".
  4. Press 5 to record. Wait for the tone, then record your message. End the recording by pressing #. Recording begins. "Recording stopped."
    To edit or tag the message before sending it, see "Checking and editing your messages" and "Tagging messages."
  5. To send the message, press 79. "Message sent."

To cancel an address entry

  1. To cancel the last mailbox number or distribution list number you entered, press 0#. "Address (mailbox number) canceled."
  2. Repeat this step for each number you want to cancel, erasing entries one at a time. After you have pressed the final #, you cannot cancel any numbers.

Composing Messages to Other Sites


If this option is available on your system, you can address messages to other sites (networks), to other voice mail systems (open networks), and to recipients with no voice mail (nonusers). Ask your system administrator for the required prefixes.

To address the message to a mailbox at another site, enter the network prefix followed by the mailbox number, then press #. "Compose. Enter a list of mailboxes."

"(Site), (mailbox number)."
Repeat this step for each additional mailbox.

To address a message to an open network user

  1. To address the message to an open network mailbox, enter the open network prefix followed by the system access phone number, then press #. "Enter the mailbox number for this open network user, followed by number sign."
    Enter the system access number in the normal format for a local or long-distance number.
  2. Enter the mailbox number, then press #. "Open network user (mailbox number) at (system access number)."
    Repeat these steps for each additional mailbox.

To address a message to a nonuser

  1. Your system may allow you to send messages to people with no voice mail. Enter the nonuser prefix if required, followed by the person's phone number, then press #. "Phone number: (number)."

    When you send a message to a nonuser, Voice Messaging calls the person's phone and states that there is a message from you. Voice Messaging may tell the recipient which key to press to hear the message, or the message may play automatically.
    "Hello. You have a message from (personal verification or mailbox number)." The message plays. "You may record your reply at the sound of the tone. When you are finished, just hang up." The record tone plays.

    The recipient responds by pressing 5 to record, # to stop recording, and 2 to play.

Checking and Editing Your Messages

Before you send a message which you have recorded, you can check it and edit it if required.

To edit your messages

  • To play your message, press 2. The message plays.
  • To skip back, press 1. Message playback moves back 5 seconds.
  • To skip forward, press 3. Message playback moves ahead 5 seconds.
  • To play the message faster, press 23; to play the message slower, press 21. If you delay pressing the 1 or 3 longer than 1 1/2 seconds, you skip back or forward instead of changing speed. You can increase the message speed to the maximum, then decrease it to normal speed. You cannot play a message slower than normal speed.
  • To pause, press #; to continue, press 2. Message playback stops. Message playback resumes.
  • To erase the message and rerecord, press 5 while at the beginning of the message. Wait for the tone, then record. Press # to end the recording. The new message records over the old one. "Recording stopped."
  • To add to the end of the message, press 5 while at the end of the message. Wait for the tone, then record. Press # to end the recording. The new recording is added. "Recording stopped."
  • To rerecord part of the message, press 5 while at the place in the message where you want to start. Wait for the tone, then record. Press # to end the recording. The new message records where you start. "Recording stopped."
  • To delete the message entirely, press 76. "Message deleted."

Distribution Lists

A distribution list saves you time when you are sending a message to a group of addresses. In Personal Distribution Lists, you can add, delete, and search for numbers. System Distribution Lists are supplied by your system administrator.

To create a personal distribution list

You can create up to nine personal distribution lists, each containing up to 99 entries.

  1. While logged in to Voice Messaging, press 85. "Distribution list."
  2. Enter a number from 1 to 9 to identify this list, then press #. "Distribution list (number). (Number addresses."
  3. Press 5 to create the list. "Compose distribution list.
  4. Enter the first address (mailbox number, name address, network user, open network user, or nonuser number), then press #. "(Name/mailbox/phone number)."
    To delete a number or name after you enter it, press 0#.
    "Address (number) canceled."
  5. When the list is complete, press #. "End of list."

To play, edit, or delete a personal distribution list

  1. Press 85. "Distribution list."
  2. Enter the distribution list number, then press #. "Distribution list (number). (Number) addresses."
    * Press 2 to play the list.
    "Distribution list (number). (Number) addresses."
    * Press 5 to add numbers. Enter each number, then press #. When the list is complete, press #. "Add to distribution list."
    * Press 6 to find a number in the list. Enter the number, then press #. If the number is in the list, you can delete it by pressing 76. If the number is not in the list, you can add it by pressing 5.
    "Find address?" "Name/mailbox/phone number. Found." "Deleted." "(Number) is not in the list." "Added."
    * To delete an entire list, press 76. You can restore it by pressing 76 again immediately after deleting it. "The distribution list has been deleted." Ask your system administrator about backing up and restoring lists.
    * To exit, press 4.
    You return to your messages.

Tagging Messages

When you create a message you can tag it to indicate that you want it handled in a special way. There are six message tagging options.

Message tagging options

Urgent

Urgent messages are announced when the recipient logs in. Urgent messages to other network sites are batched to be sent at a time defined by your administrator. They are sent before standard messages.

Standard

Standard messages addressed to users at other network sites are batched to be sent at a time defined by your administrator.

Economy

Economy message tags are used on networked systems. Economy messages are sent to remote sites at an economical time for long-distance rates, as defined by your administrator.

Private

If a message is tagged private, the recipient of the message cannot forward it. Messages tagged private cannot be sent to open network sites.

Acknowledge

If you tag a message for acknowledgment, you receive a confirmation message when the recipient plays your message. If the recipient is an open network user, the acknowledgment only indicates that the message was delivered to the user's mailbox.

Timed delivery

You can tag a message to be sent at a specific time on a specific date.

Examples of timed delivery

If your system uses a 12-hour format, see these examples.
For delivery today at 3:00 p.m.

Month: #
Day: #
Hour, minutes: 3#
P.M.: 2
For delivery at 8:05 a.m. on November 15
Month: 11#
Day: 15#
Hour, minutes: 805#
A.M.: 1

If your system uses a 24-hour format, see these examples.
For delivery today at 3:00 p.m.

Day: #
Month: #
Hour, minutes: 15#
For delivery at 8:05 a.m. on November 15
Day: 15#
Month: 11#
Hour, minutes: 805#

To tag a message

  1. After composing a message or calling and leaving a message, press 70. "Message options."
  2. If you compose and record a message, there are six tagging options: For urgent delivery, press 1.
    For standard delivery, press 2.
    For economy delivery, press 3.
    For private delivery, press 4.
    For acknowledgment, press 5.
    For timed delivery, press 6 If you call and leave a message, only urgent and private tags are available. If you are calling from your mailbox, acknowledgment is also available.
    "The message has been tagged for (tag option) delivery."
  3. To send the message, press 79. "Message sent."

Message tagging shortcut

To tag a message without waiting for the prompt, enter the full number of the tag. For example, to tag a message urgent or private:

  1. Press 701. The urgent tag is confirmed.
  2. Press 704. The private tag is confirmed.

To specify timed delivery

  1. Press 70. "Message options."
  2. Press 6. "Timed delivery." "Delivery month?" "Delivery day?" "Delivery time?"
  3. Enter the month, day, hour, and minute, following each by #. For the current month, day, or time, press # only.
  4. Press 1 for a.m., 2 for p.m. "Your message has been tagged for timed delivery (date) (time)."
  5. To send the message, press 79. "Message sent."

To remove a tag

Before sending a message, you can remove a tag. Press 70, then retag. "Message options."

To retag urgent to standard, press 2.
To retag economy to standard, press 2.
To remove private tag, press 4.
To remove acknowledge tag, press 5.
To remove timed delivery tag, press 6. "The message has been tagged for (tag option) delivery."