There are several short cuts and "tricks" you should know about. They may help you to use the voice mail system more easily, efficiently, and successfully.
Checking the Status of a Sent Message
Once in the voice mail system:
Press 1 2, to select "Check Message Sent"
- Dial recipient's voice mailbox number
To Leave a Quick Message in Someone's Voice Mailbox
Dial 2100 to enter the voice mailbox system
Press *
Dial the extension
After the tone record your message
- Press #
Options
You may also choose any combination of the following addressing options after recording a quick message but before it is sent:
Return Receipt |
1 |
Enter Additional Addresses |
3 |
Mark Private |
4 |
Mark for Future Delivery |
5 |
Mark Urgent |
6 |
Return Receipt
Press 1 before sending the message. The system will notify you when a recipient listens to a message sent from your voice mailbox. The notification will be part or all of your message (depending on length) in your voice mailbox with "Return Receipt" at the beginning. While listening to a return receipt message, press 8 to hear the time and date the message was received (listened to).
NOTE: Please do not use "Return Receipt" when sending to a distribution list since receipts will fill your voice mailbox.
Sending to Additional Addresses
While recording a message you may realize that others should receive the same message. To send that message to others (so you do not have to rerecord for them), press 3 before you press # to send the message.
When replying to a message, you can select up to nine other addresses in addition to the address of the person who originally sent the message.
Private
Press 4 before sending the message. Messages that are marked as private cannot be forwarded to any other voice mailbox. The system will inform the recipient that that message was marked private.
Future Delivery
You may schedule a message for future delivery up to 11 months after recording. Messages marked for future delivery are stored in your voice mailbox and can be reviewed or deleted any time prior to the scheduled delivery.
To request future delivery:
After recording the message but before pressing #
Press 5 for future delivery
Enter the month (using 01 for January through 12 for December)
Enter the day (using 01 for the first through 31 for the thirty first)
Enter the hour (01 through 12)
Enter the minute (01 through 59)
Enter 1 for AM or 2 for PM
- Press # when prompted to confirm the time and date
To listen to and erase future delivery messages before they are sent:
Press 1 9 3 to select future delivery messages
Indicate which message you want to review first:
For first message in queue: press 5
For the next message in queue: press 5
For the last message in queue: press 1 5
- Previous message in queue: press 1 5
OPTION: to erase: press 3
Urgent
To mark your message urgent press 6 before sending, and it will be placed ahead of all others. The recipient will hear "marked urgent" before it plays.
Scanning Messages by Senders' Names
Press * 5 to turn Name Scan on
Press 1 9 5 to activate Name Scan
- Press * 5 to turn Name Scan off
While scanning, assuming that a person has called from their extension, you may:
Press 4 to listen to the name of the next message's author
Press 2 to listen to name of previous message's author
- Move forward or back as you normally would.
Distribution Lists
If you leave messages for the same set of people repeatedly, you may want to consider using a distribution list. You may create up to nine distribution lists with a combined total of as many as 100 voice mailbox numbers.
To create a distribution list:
Dial 1 6 to select "Custom Options"
Press 6 for "Personal Distribution List"
Select "Add List" or "Add a List Entry"
Enter a two-digit number (01-09) as a designated list number
Record a name for the list
Press #
Enter all addresses to be included in the list
- Press # when done
To review a distribution list:
Dial 1 6 to select "Custom Options"
Press 6 for "Personal Distribution List"
- Dial 3 to select "Review List"
To send message to the list:
Press 6 for "Record/Address Message"
Record your message
Press #
Press # for addressing options
Press the two-digit list number
Press #
- Press # to send
Distribution List Modifications
To delete an extension or an entire list:
Dial 1 6 to select "Custom Options"
Press 6 for "Personal Distribution List"
Press 3 to "Delete List" or "Delete a List Entry"
Enter the two-digit list number
- Enter the voice mailbox number to delete or delete the entire list by pressing *
To add an extension or an entire list:
Dial 1 6 to select "Custom Options"
Press 6 for "Personal Distribution List"
Press 1 to "Add List" or "Add a List Entry"
Enter the two-digit list number
- Enter the additonal voice mailbox number